Rate Contract for Supply of Polycarbonate Meter Box(For Poly ...

TP WESTERN ODISHA DISTRIBUTION LIMITED (A Tata Power & Odisha Govt. Joint venture)

Corporate Office, Burla-768017 Procedure to Participate in E-Tender Tender Enquiry No- TPWODL/PM/O/SU/097

Tender Enquiry No

Description

EMD (₹)

Tender Participation Fee (₹)

Last Date and Time for payment of Tender Participation Fee

TPWODL/PM/O/SU/097

Rate Contract for Supply of

Polycarbonate Meter Box(For Poly

Phase Meter)

200000

5900 (Incl. GST

@18%)

28.02.2022 15.00 Hrs.

Please note that corresponding details mentioned in this document will supersede any other details mentioned anywhere else in the Tender Document.

Procedure to Participate in Tender.

Following steps to be done before “Last date and time for Payment of Tender Participation Fee” as mentioned above

1. a. For Regular Bidders- Non-Refundable Tender Participation Fee, as indicated in

table above, to be submitted in the form of direct deposit in the following bank account and submit the receipt along with a covering letter clearly indicating the Tender Reference number –

Beneficiary Name : TPWODL Expenditure Account Bank Name : Union Bank of India Branch Name : Sambalpur Naya Para Address : At/P.O.- Sambalpur, Dt: Sambalpur, Odisha-

768 001 Branch Code : 536521 Account No. : 365201010033244 Account Type : Current IFSC Code : UBIN0536521

b. For MSME Category Bidders- Bidders from MSME category shall pay Rs. 1000/-(including GST as applicable) towards cost of tender paper and have to pay only 50% EMD amount.

Local MSME registered in the state of Odisha refer-Annexure – VIII (Norms for procurement from MSMEs registered in the state of Odisha ) for details of tender participation .

Interested MSME bidders are required to submit undertaking with valid registration certificate before last date and time of tender purchase.

2. Authorization letter- Eligible and Interested Bidders to submit duly signed and stamped letter on Bidder's letterhead indicating

a. Tender Enquiry number

b. Name & Address of the Bidder

c. Name of authorized person

d. Contact number

e. e-mail id

f. Details of submission of Tender Participation Fee

g. GST Registration No

E-mail with necessary attachment of 1 and 2 above shall be sent to [email protected] with a copy to [email protected] before last date and time for payment of Tender Participation Fee.

Interested bidders to submit Tender Participation Fee and Authorization Letter before Last date and time as indicated above after which link from TPWODL E-Tender system (Ariba) will be shared for further communication and bid submission.

Please note all future correspondence regarding the tender, bid submission, bid submission date extension, Pre-bid query etc. will happen only through TPWODL E- Tender system (Ariba). User manual to guide the bidders to submit the bid through E- Tender system (Ariba) is also enclosed.

No e-mail or verbal correspondence will be responded. All communication will be done strictly with the bidders who have done the above step to participate in the Tender.

Also, it may be strictly noted that once date of “Last date and time for Payment of Tender Participation Fee” is lapsed no Bidder will be sent link from TPWODL E-Tender System (Ariba). Without this link BA will not be able to participate in the tender. Any last moment request to participate in tender will not be entertained.

Any payment of Tender Participation Fee by Bidder who have not done the prerequisite will not be refunded.

Also, all future corrigendum’s to the said tender will be informed on Tender section on website https://www.tpwesternodisha.com.

NIT No.: TPWODL/PM/O/SU/097

Property of TPWODL – Not to be reproduced without prior written permission of TPWODL

Tender Documents

NIT: TPWODL/PM/O/SU/097

Property of TPWODL – Not to be reproduced without prior written permission of TPWODL Page 1

OPEN TENDER NOTIFICATION

for

Two Years Rate Contract for Supply of Poly Carbonate Meter Box(for Poly phase Meter)

Tender Enquiry No.: TPWODL/PM/O/SU/097

Due Date for Bid Submission: 21-March-2022 [15:00 Hrs.]

TP Western Odisha Distribution Limited (TPWODL) Burla, Sambalpur - 768017



CONTENTS OF THE ENQUIRY

Contents 1.0 Event Information ................................................................................................................... 3

2.0 Evaluation Criteria.................................................................................................................. 5

3.0 Submission of Bid Documents ........................................................................................... 5

4 Bid Opening & Evaluation process ........................................................................................ 8

5 Award Decision ........................................................................................................................... 9

6 Order of Preference/Contradiction ........................................................................................ 9

7 Post Award Contract Administration .................................................................................... 9

8 Specification and standards .................................................................................................. 11

9 General Condition of Contract .............................................................................................. 11

ANNEXURE I ...................................................................................................................................... 12

ANNEXURE II ..................................................................................................................................... 13

ANNEXURE III .................................................................................................................................... 14

ANNEXURE IV .................................................................................................................................... 15

ANNEXURE V ..................................................................................................................................... 16

ANNEXURE VI .................................................................................................................................... 17

ANNEXURE VII ................................................................................................................................... 18

ANNEXURE VIII .................................................................................................................................. 19

ANNEXURE IX .................................................................................................................................... 20

ANNEXURE X ..................................................................................................................................... 21



1.0 Event Information

1.1. Scope of work

Open Tenders are invited from interested Bidders entering into a Rate Contract valid for Two Years for the following:

S. No. Description

EMD Amount (Lacs) Tender Fee (Rs.)

1.

Rate Contract for Supply of Poly Carbonate meter box (for Poly phase meters)

2.00 5900 (Incl. GST @18%)

1.2. Availability of Tender Documents

1.3. Calendar of Events

(a) Date of sale/ availability of tender documents from TPWODL Website

18.02.2022 11:30 Hours

(b) Last date and time of Payment of Tender Fee

28.02.2022 15:00 Hours

(c) Last Date of receipt of pre-bid queries, if any 07.03.2022 15:00 Hours

(d) Last Date of Posting Consolidated replies to all the pre-bid queries as received 11.03.2022 17:00 Hours

(e) Last date and time of receipt of Bids 21.03.2022 15:00 Hours

(g)

Date & Time of opening technical bids & EMD (Envelope-1 & 2)

Participating Bidders will get mail intimation from TPWODL E-Tender system (Ariba) when their Technical Bids are opened.

(h)

Date & Time of opening of Price of qualified bids

Bidders will get mail intimation from TPWODL E- Tender system (Ariba) when their Price Bids are opened.

Note: In the event of last date specified for submission of bids and date of opening of bids is declared as a closed holiday for TPWODL’s office, the last date of submission of bids and date of opening of bids will be the day following working day at appointed times.

1.4 Mandatory documents required along with the Bid

1.4.1 EMD of requisite value and validity.

1.4.2 Tender Fee in case the tender is downloaded from website

1.4.3 Requisite Documents for compliance to Qualification Criteria mentioned in Clause 1.7.

1.4.4 Duly signed and stamped ‘Schedule of Deviations’ as per Annexure III on bidder’s letter head.

1.4.5 Duly signed and stamped ‘Schedule of Commercial Specifications’ as per Annexure-IV on bidder’s letter head.



1.4.6 Proper authorization letter/ Power of Attorney to sign the tender on the behalf of bidder.

1.4.7 Copy of PAN, GST, PF and ESI Registration (In case any of these documents is not available with the bidder, same to be explicitly mentioned in the ‘Schedule of Deviations’)

Bidder shall submit box sample as per applicable technical specification in this tender. The sample shall be submitted at TPWODL office. A confirmation of submitted sample is to be shared by bidder before tender opening. In case of non-submission of sample, TPWODL reserve the right to reject the bid for further acceptance / evaluation.

Please note that in absence of any of the above documents, the bid submitted by a bidder shall be liable for rejection.

1.5. Deviation from Tender

Normally, the deviations to tender terms are not admissible and the bids with deviation are liable for rejection. Hence, the bidders are advised to refrain from taking any deviations on this Tender. Still in case of any deviations, all such deviations shall be set out by the Bidders, clause by clause in the ‘Annexure III - Schedule of Deviations’ and same shall be submitted as a part of the Technical Bid.

1.6. Right of Acceptance/Rejection

Bids are liable for rejection in absence of following documents:

i. EMD of requisite value and validity. ii. Tender fee of requisite value.

iii. Price Bid as per the Price Schedule mentioned in Annexure I (BOQ) iv. Necessary documents against compliance to Qualification Requirements mentioned at Clause 1.7 of

this Tender Document v. Filled in Schedule of Deviations as per Annexure III vi. Filled in Schedule of Commercial Specifications as per Annexure IV vii. Receipt of Bid within the due date and time

TPWODL reserves the right to accept/reject any or all the bids without assigning any reason thereof.

1.7. Qualification Criteria

a) The bidder should have average annual turnover of 1.50 Cr. or above for last 3 Financial Year (FY 18-19, 19-20 & 20-21). Bidders have to submit copy of audited Balance Sheet and P & L Account in this regard.

b) The bidder should have own manufacturing facility for manufacturing of polycarbonate meter boxes (Copy of self-undertaking / certificate required).

c) The bidder should have supplied 40,000 nos. of polycarbonate meter boxes(for poly phase meter) during last five financial year. Purchase order / Completion Certificate shall be required in support of this requirement.

d) The bidder should have in-house testing facilities for acceptance tests as per applicable technical specification in this tender (Self undertaking along with detail of testing equipment’s with make required).

e) The bidder who has earlier failed to execute the Purchase Order(s) of TPWODL/WESCO and or backlisted by TPWODL/WESCO shall not be eligible to participate in this tender.



1.8. Marketing Integrity

We have a fair and competitive marketplace. The rules for bidders are outlined in the General Condition of Contracts. Bidders must agree to these rules prior to participating. In addition to other remedies available, TPWODL reserves the right to exclude a bidder from participating in future markets due to the bidder’s violation of any of the rules or obligations contained in the General Condition of Contracts. A bidder who violates the market place rules or engages in behavior that disrupts the fair execution of the marketplace, may result in restriction of a bidder from further participation in the marketplace for a length of time, depending upon the seriousness of the violation. Examples of violations include, but are not limited to:

Failure to honor prices submitted to the marketplace Breach of terms as published in TENDER/NIT

1.9. Supplier Confidentiality

All information contained in this tender is confidential and shall not be disclosed, published or advertised in any manner without written authorization from TPWODL. This includes all bidding information submitted to TPWODL. All tender documents remain the property of TPWODL and all suppliers are required to return these documents to TPWODL upon request. Suppliers who do not honor these confidentiality provisions will be excluded from participating in future bidding events.

2.0 Evaluation Criteria

The bids will be evaluated technically on the compliance to tender terms and conditions.

The bids will be evaluated commercially on over BOQ basis (all-inclusive lowest cost) for the complete tender as calculated in Schedule of Items [Annexure I]. TPWODL however, reserves right to split the order line item wise and/or quantity wise among more than one Bidder. Hence all bidders are advised to quote their most competitive rates against each line item.

Bidder has to mandatorily quote against each item of Schedule of Items [Annexure I]. Failing to do so, TPWODL may reject the bids.

NOTE: In case a new bidder is not registered with TPWODL, factory inspection and evaluation shall be carried out to ascertain bidder’s manufacturing capability and quality procedures. However, TPWODL reserves the right to carry out factory inspection and evaluation for any bidder prior to technical qualification.

In case a bidder is found as Disqualified in the factory evaluation, their bid shall not be evaluated any further and shall be summarily rejected. The decision of TPWODL shall be final and binding on the bidder in this regard.

2.1 Price Variation Clause: The prices shall remain firm during the entire contract period.

3.0 Submission of Bid Documents

3.1 Bid Submission

Bidders are requested to submit their offer in line with this Tender document through e-tendering process.

Please note all future correspondence regarding the tender, bid submission, bid submission date extension, Pre-bid query etc. will happen only through TPWODL E-Tender system (Ariba).

No e-mail or verbal correspondence will be responded. All communication will be done strictly with the bidder who have done the above step to participate in the Tender.

Bids shall be submitted in 3 (Three) parts:

FIRST PART: “EMD” of Rs. 200000/- (Rupees Two Lakhs Only) shall be submitted. The EMD shall be



valid for 210 days from the due date of bid submission in the form of BG . The EMD has to be strictly in the format as mentioned in General Condition of Contract, failing which it shall not be accepted, and the bid as submitted shall be liable for rejection.

EMD shall be strictly in the format of Bank Guarantee and Original Hard Copy shall be delivered at the following address in Envelope clearly indicating Tender Reference Number, Name of Tender and Bidder Name.

EMD Delivery Address

Chief (Procurement & Stores)

TP WESTERN ODISHA DISTRIBUTION LIMITED

Corporate Office, Burla-768017

(Odisha) Bank Account Details for EMD (BG)

A/C NO. BENEFICIARY NAME OF THE BANK IFS CODE ACCOUNT TYPE

005511100001556

TP WESTERN ODISHA DISTRIBUTION LTD HQ

UNION BANK OF INDIA, BURLA (ANDHRA BANK)

UBIN0800554

CURRENT CUM FLEXI A/C

SECOND PART: “TECHNICAL BID” shall contain the following documents:

a) Documentary evidence in support of qualifying criteria b) Technical literature/GTP/Type test report etc. (if applicable) c) Testing facilities (if applicable) d) No Deviation Certificate as per the Annexure III – Schedule of Deviations e) Acceptance to Commercial Terms and Conditions viz. Delivery schedule/period, payment terms

etc. as per the Annexure IV – Schedule of Commercial Specifications. f) Quality Assurance Plan/Inspection Test Plan for supply items (if applicable)

The technical bid shall be properly indexed and is to be submitted through TPWODL E-tender System (Ariba) only. Hard Copy of Technical Bids need not be submitted.

THIRD PART: “PRICE BID” shall contain only the price details and strictly in format as mentioned in Annexure I along with explicit break up of basic prices, Taxes & duties, Freight etc. In case any discrepancy is observed between the item description stated in Schedule of Items mentioned in the tender and the price bid submitted by the bidder, the item description as mentioned in the tender document (to the extent modified through Corrigendum issued if any) shall prevail.

Price Bid is to be submitted in soft copy through TPWODL E-Tendering system (Ariba) only. Hard copy of Price Bid not be submitted.

The Bid prepared by the Bidder, and all correspondence and documents relating to the Bid exchanged by the Bidder and the TPWODL, shall be written in the English Language. Any printed literature furnished by the Bidder may be written in another Language, provided that this literature is accompanied by an English translation, in which case, for purposes of interpretation of the Bid, the English translation shall govern.

SIGNING OF BID DOCUMENTS:

The bid must contain the name, residence and place of business of the person or persons making the bid and must be signed and sealed by the Bidder with his usual signature. The names of all persons signing should also be typed or printed below the signature.



The Bid being submitted must be signed by a person holding a Power of Attorney authorizing him to do so, certified copies of which shall be enclosed.

The Bid submitted on behalf of companies registered with the Indian Companies Act, for the time being in force, shall be signed by persons duly authorized to submit the Bid on behalf of the Company and shall be accompanied by certified true copies of the resolutions, extracts of Articles of Association, special or general Power of Attorney etc. to show clearly the title, authority and designation of persons signing the Bid on behalf of the Company. Satisfactory evidence of authority of the person signing on behalf of the Bidder shall be furnished with bid.

A bid by a person who affixes to his signature the word ‘President’, ‘Managing Director’, ‘Secretary’, ‘Agent’ or other designation without disclosing his principal will be rejected.

The Bidder’s name stated on the Proposal shall be the exact legal name of the firm.

3.2 Contact Information

Please note all correspondence regarding the tender, bid submission, bid submission date extension, Pre-bid query etc. will happen only through TPWODL E-Tender system (Ariba).

No e-mail or verbal correspondence will be responded. All communication will be done strictly with the bidders who have participated in the Tender as elaborated in procedure for participating in tender.

Communication Details:

Package Owner:

Name: Mr. Pradosh Moharana

E-Mail ID: [email protected]

Copy to:

Name: Mr. Ajit Singh E-Mail ID: [email protected]

Chief-Contracts and Store:

Name: Mr. Harish Sharma E-Mail ID: [email protected]

3.3 Bid Prices

Bidders shall quote for the entire Scope of Supply/ work with a break up of prices for individual items and Taxes & duties. The bidder shall complete the appropriate Price Schedules included herein, stating the Unit Price for each item & total price with taxes, duties & freight up to destination at various sites of TPWODL. The all-inclusive prices offered shall be inclusive of all costs as well as Duties, Taxes and Levies paid or payable during the execution of the supply work, breakup of price constituents.

Applicable GST to be specified clearly.

The quantity breaks up shown else-where other than Price Schedule is tentative. The bidder shall ascertain himself regarding material required for completeness of the entire work. Any items not indicated in the price schedule but which are required to complete the job as per the Technical Specifications/ Scope of Work/ SLA mentioned in the tender, shall be deemed to be included in prices quoted.



3.4 Bid Currencies

Prices shall be quoted in Indian Rupees Only.

3.5 Period of Validity of Bids

Bids shall remain valid for 180 days from the due date of submission of the bid.

Notwithstanding clause above, the TPWODL may solicit the Bidder’s consent to an extension of the Period of Bid Validity. The request and responses thereto shall be made in writing.

RC Validity: - The validity of this rate contract shall be two years from the date of issuance.

3.6 Alternative Bids

Bidders shall submit Bids, which comply with the Bidding documents. Alternative bids will not be considered. The attention of Bidders is drawn to the provisions regarding the rejection of Bids in the terms and conditions, which are not substantially responsive to the requirements of the bidding documents.

3.7 Modifications and Withdrawal of Bids

The bidder is not allowed to modify or withdraw its bid after the Bid’s submission. The EMD as submitted along with the bid shall be liable for forfeiture in such event.

3.8 Earnest Money Deposit (EMD)

The bidder shall furnish, as part of its bid, an EMD amounting as specified in the tender. The EMD is required to protect TPWODL against the risk of bidder’s conduct which would warrant forfeiture. The EMD shall be forfeited in case of:

a) The bidder withdraws its bid during the period of specified bid validity.

Or

b) The case of a successful bidder, if the Bidder does not i) accept the purchase order, or ii) furnish the required performance security BG

Type Tests (if applicable) The type tests specified in TPWODL specifications should have been carried out within five years prior to the date of opening of technical bids and test reports are to be submitted along with the bids. If type tests carried out are not within the five years prior to the date of bidding, the bidder will arrange to carry out type tests specified, at his cost. The decision to accept/ reject such bids rests with TPWODL.

4 Bid Opening & Evaluation process

4.1. Process to be confidential

Information relating to the examination, clarification, evaluation and comparison of Bids and recommendations for the award of a contract shall not be disclosed to Bidders or any other persons not officially concerned with such process. Any effort by a Bidder to influence the TPWODL's processing of Bids or award decisions may result in the rejection of the Bidder's Bid.

4.2. Technical Bid Opening

The bids shall be opened internally by TPWODL. First the envelope marked “EMD” will be opened. Bids without EMD/ cost of tender (if applicable) of required amount/ validity in prescribed format, shall be rejected.



Next, technical bids of bidders who have submitted EMD shall be opened. Participating Bidders will get mail intimation from TPWODL E-Tender system (Ariba) when their Technical Bids are opened.

4.3. Preliminary Examination of Bids/Responsiveness

TPWODL will examine the Bids to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed, and whether the Bids are generally in order. TPWODL may ask for submission of original documents in order to verify the documents submitted in support of qualification criteria.

Arithmetical errors will be rectified on the following basis: If there is a discrepancy between the unit price and the total price per item that is obtained by multiplying the unit price and quantity, the unit price shall

prevail and the total price per item will be corrected. If there is a discrepancy between the Total Amount and the sum of the total price per item, the sum of the total price per item shall prevail and the Total Amount will be corrected.

Prior to the detailed evaluation, TPWODL will determine the substantial responsiveness of each Bid to the Bidding Documents including production capability and acceptable quality of the Goods offered. A substantially responsive Bid is one, which conforms to all the terms and conditions of the Bidding Documents without material deviation.

Bid determined as not substantially responsive will be rejected by the TPWODL and/or the TPWODL and may not subsequently be made responsive by the Bidder by correction of the non-conformity.

4.4. Techno Commercial Clarifications

Bidders need to ensure that the bids submitted by them are complete in all respects. To assist in the examination, evaluation and comparison of Bids, TPWODL may, at its discretion, ask the Bidder for a clarification on its Bid for any deviations with respect to the TPWODL specifications and attempt will be made to bring all bids on a common footing. All responses to requests for clarification shall be in writing and no change in the price or substance of the Bid shall be sought, offered or permitted owing to any clarifications sought by TPWODL.

4.5. Price Bid Opening

Price Bid of only Technically and / or Safety Qualitied Bidders shall be considered and open internally by TPWODL. Bidders will get mail intimation from TPWODL E-Tender system (Ariba) when their Price Bids are opened. The EMD of the bidder withdrawing or substantially altering his offer at any stage after the technical bid opening will be forfeited at the sole discretion of TPWODL without any further correspondence in this regard.

4.6. Reverse Auctions

TPWODL reserves the right to conduct the reverse auction (instead of public opening of price bids) f or the products/ services being asked for in the tender. The terms and conditions for such reverse auction events shall be as per the Acceptance Form attached as Annexure VI of this document. The bidders along with the tender document shall mandatorily submit a duly signed copy of the Acceptance Form attached as Annexure VI as a token of acceptance for the same.

5 Award Decision

TPWODL will award the contract to the successful bidder whose bid has been determined to be the lowest-evaluated responsive bid as per the Evaluation Criterion mentioned at Clause 2.0. The Cost for the said calculation shall be taken as the all-inclusive cost quoted by bidder in Annexure I (Schedule of Items)



subject to any corrections required in line with Clause 4.3 above. The decision to place purchase order/LOI solely depends on TPWODL on the cost competitiveness across multiple lots, quality, delivery and bidder’s capacity, in addition to other factors that TPWODL may deem relevant.

TPWODL reserves all the rights to award the contract to one or more bidders so as to meet the delivery requirement or nullify the award decision without assigning any reason thereof.

In case any supplier is found unsatisfactory during the delivery process, the award will be cancelled and TPWODL reserves the right to award other suppliers who are found fit.

NOTE: Please note that Intimation of Price Bid Opening will go only to those bidders who are Technically Acceptable and whose price bid are opened. Bidders who are not successful in technical or commercial part of the process will be intimated to collect EMD only after end of process.

It is informed that TPWODL shall not provide status updates or give explanation of process followed for bidder selection criteria whatsoever, to any participating bidder.

6 Order of Preference/Contradiction

In case of contradiction in any part of various documents in tender, following shall prevail in order of preference:

1. Schedule of Items (Annexure I) 2. Post Award Contract Administration (Clause 7.0) 3. Submission of Bid Documents (Clause 3.0) 4. Scope of Work and SLA (Annexure VII) 5. Technical Specifications (Annexure II) 6. Acceptance Form for Participation in Reverse Auction (Annexure VI) 7. General Conditions of Contract (Annexure VIII) 8. Inspection Test Plans (if any)

7 Post Award Contract Administration

7.1. Special Conditions of Contract

Rate contract shall be valid for a period of 2 years from the placement of Contract. Release Order (RO) shall be placed as per the requirement of TPWODL. Rate shall remain FIRM till the validity of Rate Contract.

Business Associate (BA) shall submit applicable Performance Bank Guarantee as per GCC within 30 days of issuance of rate contract. PBG applicable shall be 5% of rate contract value. PBG submitted, shall be released after completion of applicable guarantee period plus one month.

Any change in statutory taxes, duties and levies during the contract period shall be borne by TPWODL. However, in case of delay in work execution owing to reasons not attributable to TPWODL, any increase in total liability shall be passed on the Bidder, whereas any benefits arising owing to such statutory variation in taxes and duties shall be passed on to TPWODL.

Statutory Variations: Any changes in existing taxes/ Duties and levies, Introduction of new taxes and duties etc. during the period of the contract shall be paid at actuals to BA subject to BA shall submit the tax break up in details, however, where BA has quoted the all-inclusive prices and not shown the tax break-up, this clause will not be applicable. The date of issue of MDCC shall be used for this purpose.

Quotation in all BOM items is mandatory, and bid shall be rejected if any line of found blank in un price bid.



Guarantee applicable shall be as per technical specifications. BA shall submit GTP / Drawing within 2 weeks from issuance of rate contract. In case BA does not

get necessary approvals for issuance of manufacturing clearances / CAT-A within mentioned / mutually agreed timelines, then TPWODL reserve the right to cancel issued rate contract / release order and also reserve the right to forfeit EMD / PBG.

There will be no price escalation given to bidder after issue the RO even if there is delay in the project due to ROW permission.

TPWODL reserves the right to get a random sample checked from each or any of the consignment as deem necessary, through a NABL accredited Lab to ascertain the quality of polycarbonate meter boxes supplied with respect to our given tender technical specification. Failure of sample may lead to rejection of materials and other contractual action as per terms of tender.

TPWODL shall short close the issued Release Order / Rate contract, in case of any quality issues.

In case any additional material is to be asked to supply after finalization of scope of work in the detailed Engineering, the Extra price and the extension of delivery time (if applicable) as the case may be mutually agreed between TPWODL and Successful Bidder.

All other terms and conditions of TPWODL General Conditions of Contract shall be applicable.

7.2 Drawing Submission and Approval

The relevant drawings and GTPs need to be submitted within two weeks of receipt of firm purchase order by the successful bidder to TPWODL for approval. In case, re-submission of drawings is required on request of TPWODL, same needs to be submitted back to TPWODL within 5 days of such request.

7.3 Delivery Timelines

Release Orders shall be placed against the awarded Rate Contract by TPWODL as and when the requirements arise & Delivery within 60 Days from RO.

7.4 Guarantee/Warranty Period

Guarantee Period of the supplied material shall be as per technical specification attached separately with this tender.

7.5 Payment Terms

On delivery of the materials in good condition and certification of acceptance by certified official, Associate shall submit the Bills/ Invoices in original in the name of TP Western Odisha Distribution Limited to Invoice Desk. The payment shall be released within 90 days from the date of submission of certified bills/ invoices.

7.6 Climate Change

Significant quantities of waste are generated during the execution of project and an integrated approach for effective handling, storage, transportation and disposal of the same shall be adopted. This would ensure the minimization of environmental and social impact in order to combat the climate change. Please refer attached Environment Policy and Sustainability Policy, Annexure-XI for more details.

7.7 Ethics

TPWODL is an ethical organization and as a policy TPWODL lays emphasis on ethical practices across its entire domain. Bidder should ensure that they should abide by all the ethical norms and in no form either directly or indirectly be involved in unethical practice.

TPWODL work practices are governed by the Tata Code of Conduct which emphasizes on the following:

We shall select our suppliers and service providers fairly and transparently.



We seek to work with suppliers and service providers who can demonstrate that they share similar values. We expect them to adopt ethical standards comparable to our own.

Our suppliers and service providers shall represent our company only with duly authorized written permission from our company. They are expected to abide by the Code in their interactions with, and on behalf of us, including respecting the confidentiality of information shared with them.

We shall ensure that any gifts or hospitality received from, or given to, our suppliers or service providers comply with our company’s gifts and hospitality policy.

We respect our obligations on the use of third-party intellectual property and data.

Bidder is advised to refer Tata Code of Conduct (TCOC) attached at Annexure IX for more information.

Any ethical concerns with respect to this tender can be reported to the following e-mail ID:

[email protected]

8 Specification and standards

As per Annexure II

9 General Condition of Contract

Any condition not mentioned above shall be applicable as per GCC Annexure-VIII attached along with this tender.



ANNEXURE I

Schedule of Items

NOTE:

The overall period of the rate contract shall be for a period of 2 years and prices shall be firm till the validity of rate contract. Release order shall be issued as per requirement of TPWODL.

The bids will be evaluated commercially on the overall lowest cost in line-item basis.

The unit price with GST in col no.7, is landed price for TPWODL at their store at Burla. Refer Clause- 3.3 Bid Price.

The bidders are advised to quote prices strictly in the above format. Failing to do so, bids are liable for rejection.

Bidder needs to quote mandatorily for each line item of the BOQ.

The bidder must fill each and every column of the above format. Mentioning “extra/inclusive” in any of the column may lead for rejection of the price bid.

No cutting/ overwriting in the prices is permissible.

The material will be received by the consignee in the Electrical Stores Sub division under TPWODL as per dispatch instruction.

Sl No

Description

Qty

UoM

Ex. Work

(in Rs.) A

GST

(in Rs.) B

Unit Price with GST

(in Rs.) A+B

Amount (in Rs.)

Q x (A+B)

1 Polycarbonate Meter Box - Poly Phase type

70,000 EA

Tender Ref No: TPWODL/PM/O/SU/097

ANNEXURE-II

Technical Specifications - Attached separately with the tender


ANNEXURE III Schedule of Deviations

Bidders are advised to refrain from taking any deviations on this TENDER. Still in case of any deviations, all such deviations from this tender document shall be set out by the Bidders, Clause by Clause in this schedule and submit the same as a part of the Technical Bid.

Unless specifically mentioned in this schedule, the tender shall be deemed to confirm the TPWODL’s specifications:

S. No. Clause No. Tender Clause Details Details of deviation with justifications

By signing this document, we hereby withdraw all the deviations whatsoever taken anywhere in this bid document and comply to all the terms and conditions, technical specifications, scope of work etc. as mentioned in the standard document except those as mentioned above.

Seal of the Bidder:

Signature:

Name:


ANNEXURE IV Schedule of Commercial Specifications

(The bidders shall mandatorily fill in this schedule and enclose it with the offer Part I: Technical Bid. In the absence of all these details, the offer may not be acceptable.)

S. No. Particulars Remarks

1.

1a.

Prices firm or subject to variation

(If variable indicate the price variation

clause with the ceiling if applicable)

If variable price variation on clause given

Firm / Variable

Yes / No

1b. Ceiling --------- %

1c. Inclusive of GST Yes / No (If Yes, indicate % rate)

1d. Inclusive of transit insurance Yes / No

2. Delivery Weeks / months

3. Guarantee clause acceptable Yes / No

4. Terms of payment acceptable Yes / No

5. Performance Bank Guarantee acceptable Yes / No

6. Liquidated damages clause acceptable Yes / No

7. Validity (90 days) Yes / No

(From the date of opening of bid)

8. Inspection during stage of manufacture Yes / No

9. Rebate for increased quantity Yes / No (If Yes, indicate value)

10. Change in price for reduced quantity Yes / No (If Yes, indicate value)

11. Covered under Small Scale and Ancillary Yes / No

Industrial Undertaking Act 1992 (If Yes, indicate, SSI Reg’n No.)

Seal of the Bidder:

Signature:

Name:


ANNEXURE V Checklist of all the documents to be submitted with the Bid

Bidder has to mandatorily fill in the checklist mentioned below: -

S. No. Documents attached Yes / No /

Not Applicable

1 EMD of required value

2 Tender Fee as mentioned in this tender

3 Signed copy of this tender as an unconditional acceptance

5 Duly filled schedule of commercial specifications (Annexure IV)

6 Sheet of commercial/technical deviation if any (Annexure III)

7 Balance sheet for the last completed three financial years; mandatorily enclosing Profit & loss account statement

8 Acknowledgement for Testing facilities if available (duly mentioned on bidder letter head)

9 List of Machine/tools with updated calibration certificates if applicable

10 Details of order copy (duly mentioned on bidder letter head)

11 Order copies as a proof of quantity executed

12 Details of Type Tests if applicable (duly mentioned on bidder letter head)

13 All the relevant Type test certificates as per relevant IS/IEC (CPRI/ERDA/other certified agency) if applicable

14 Project/supply Completion certificates

15 Performance certificates if applicable

16 Client Testimonial/Performance Certificates if applicable

17 Credit rating/solvency certificate if applicable

18 Undertaking regarding non blacklisting (On company letter head)

19 List of trained/untrained Manpower

20 Drawings/Documents mentioned in Sr no. 18 of the specification

Seal of the Bidder:

Signature:

Name


ANNEXURE VI

ACCEPTANCE FORM FOR PARTICIPATION IN REVERSE AUCTION EVENT (To be signed and stamped by the bidder)

In a bid to make our entire procurement process more fair and transparent, TPWODL intends to use the reverse auctions as an integral part of the entire tendering process. All the bidders who are found as technically qualified based on the tender requirements shall be eligible to participate in the reverse auction event.

The following terms and conditions are deemed as accepted by the bidder on participation in the bid event:

1. TPWODL shall provide the user id and password to the authorized representative of the bidder. (Authorization Letter in lieu of the same shall be submitted along with the signed and stamped Acceptance Form).

2. TPWODL will make every effort to make the bid process transparent. However, the award decision by TPWODL would be final and binding on the supplier.

3. The bidder agrees to non-disclosure of trade information regarding the purchase, identity of TPWODL, bid process, bid technology, bid documentation and bid details.

4. The bidder is advised to understand the auto bid process to safeguard themselves against any possibility of non-participation in the auction event.

5. In case of bidding through Internet medium, bidders are further advised to ensure availability of the entire infrastructure as required at their end to participate in the auction event. Inability to bid due to telephone line glitch, internet response issues, software or hardware hangs, power failure or any other reason shall not be the responsibility of TPWODL.

6. In case of intranet medium, TPWODL shall provide the infrastructure to bidders. Further, TPWODL has sole discretion to extend or restart the auction event in case of any glitches in infrastructure observed which has restricted the bidders to submit the bids to ensure fair & transparent competitive bidding. In case of an auction event is restarted, the best bid as already available in the system shall become the start price for the new auction.

7. In case the bidder fails to participate in the auction event due any reason whatsoever, it shall be presumed that the bidder has no further discounts to offer and the initial bid as submitted by the bidder as a part of the tender shall be considered as the bidder’s final no regret offer. Any offline price bids received from a bidder in lieu of non-participation in the auction event shall be out-rightly rejected by TPWODL.

8. The bidder shall be prepared with competitive price quotes on the day of the bidding event.

9. The prices as quoted by the bidder during the auction event shall be inclusive of all the applicable taxes, duties and levies and shall be FOR at TPWODL site.

10. The prices submitted by a bidder during the auction event shall be binding on the bidder.

11. No requests for time extension of auction event shall be considered by TPWODL.

12. The original price bids of the bidders shall be reduced on pro-rata basis against each line item based on the final all-inclusive prices offered during conclusion of the auction event for arriving at Contract amount.

Signature & Seal of the Bidder


ANNEXURE – VII

GENERAL CONDITIONS OF CONTRACT(GCC)

Attached Separately


ANNEXURE -VIII Norms for procurement from MSMEs registered in the state of Odisha

1) Tender Fees

To participate in the tender, MSMEs registered in the State of Odisha shall pay Rs.1,000/- including GST towardscost of tender paper.

2) Earnest Money Deposit (EMD)

EMD shall be exempted for MSME registered in the State of Odisha. However, Bidder shall be barred to participatein the tendering process for a period of 2 years in case it backs out post award of the contract.

3) Qualification Requirement for Open Tenders Qualification Requirement of Financial Turnover for MSME registered in the State of Odisha shall be reduced to20% of the existing criteria

4) Performance Bank Guarantees

Performance Bank Guarantee for MSME registered in the State of Odisha shall be 25% of the value prescribed.


ANNEXURE-IX

TATA CODE OF CONDUCT

The Owner abides by the Tata Code of Conduct in all its dealing with stake holders and the same shall be bindingon the Owner and the Contractor for dealings under this Order/ Contract. A copy of the Tata Code of Conduct is available a tour website:

https://www.tatapower.com/pdf/aboutus/Tata-Code-of-Conduct.pdf

The Contractor is requested to bring any concerns regarding this to the notice of our Chief Procurement & Storese-mail ID: [email protected]


ANNEXURE X

ENVIRONMENT & SUSTAINABILITY POLICY



ANNEXURE II to Tender Document

TECHNICAL SPECIFICATION

TP WESTERN ODISHA DISTRIBUTION LTD Page 1 of 23

DOCUMENT TITLE STANDARD TECHNICAL SPECIFICATION FOR THREE PHASE METER BOX

EFFECTIVE DATE 29/11/2021

DOCUMENT NO TPWODL/ENGG/SPEC/097/2021 REVISION NO: R0

PREPARED BY REVIEWED BY APPROVED BY

SANTOSH K PATRA A JAWASE S B KUNDARGI

Property of TPWODL-Not to be reproduce without permission of TPWODL

STANDARAD TECHNICAL SPECIFICATION For

Three Phase Polycarbonate Meter Box








CONTENTS

1.0 SCOPE

2.0 APPLICABLE STANDARDS

3.0 CLIMATIC CONDITIONS OF THE INSTALLATION

4.0 GENERAL TECHNICAL REQUIREMENTS

5.0 GENERAL CONSTRUCTIONS

6.0 NAME PLATE AND MARKING

7.0 TESTS

8.0 TYPE TEST CERTIFICATES

9.0 PRE-DESPATCH INSPECTION

10.0 INSPECTION AFTER RECEIPT AT STORE

11.0 GUARANTEE

12.0 PACKING

13.0 TENDER SAMPLE

14.0 TRAINING

15.0 QUALITY CONTROL

16.0 MINIMUM TESTING FACILITIES

17.0 MANUFACTURING ACTIVITIES

18.0 SPARES, ACCESSORIES AND TOOLS

19.0 DRAWING AND DOCUMENTS

20.0 GURANTEED TECHNICAL PARTICULARS

21.0 SCHEDULE OF DEVIATION








1. SCOPE:

This specification covers the technical requirements of design, manufacture, testing at manufacturer's works, packing and forwarding, supply, unloading at TPWODL stores/sites of Three phase meter box, following equipment’s / materials covered under the scope with all fittings, accessories and associated auxiliary equipment, mandatory spares which are required for efficient and trouble-free operation.

2. APPLICABLE STANDARDS: The Material covered by this specification shall unless otherwise stated, be designed, constructed and tested in accordance with the latest revisions of relevant Indian Standards /IEC/ International Standards and shall conform to the regulations of local statutory authorities. IS: 14772-2000 General requirements for enclosure for accessories for household

and similar fixed electrical installations-Specification

IS: 8623(Part 1)-1993 Specification for low-voltage switchgear and control gear assemblies Part 1 for type tested and partially type tested assemblies

IS: 11731(Part 11)- 1992

Methods of test for determination of Flammability of solid electrical insulating materials when exposed to an igniting source.

IS 4249-1967 Specification for classification and method of test for non-ignitable and self-extinguishing properties of solid electrical insulating materials

IS 8828-1996 Electrical Accessories- Circuit Breakers for Over Current Protection for Household and Similar Installations

IS 5133(Part 11)-1969 Specification for boxes for the enclosure of electrical accessories

IS 2500(Part 1)-2000 Sampling procedure for inspection by attributes part 1 sampling schemes indexed by acceptance quality limit (AQL) for lot-by-lot inspection

UL 746-C Polymeric materials in electrical equipment’s

3. CLIMATIC CONDITIONS OF THE INSTALLATION: The service shall be as follow:

1. Maximum altitude above sea level 1,000m 2. Maximum ambient air temperature 50°C 3. Maximum daily average ambient air temperature 35°C 4. Minimum ambient air temperature 0°C 5. Maximum temperature attainable by an object exposed to sun 60°C 6. Maximum relative humidity 95% 7. Average number of thunderstorms per annum 70 8. Average number of rainy days per annum 120 9. Rainy months June to October 10. Average annual rainfall 150cm








11. Maximum Wind velocity 200 km/hr. 12. Earthquakes of an intensity in horizontal direction - equivalent to seismic acceleration of

0.3g 13. Earthquakes of an intensity in vertical direction - equivalent to seismic acceleration of

0.15g (being acceleration due to gravity) Environmentally, some of the regions, where the work will take place includes hilly areas, subject to high relative humidity, which can give rise to condensation. Atmosphere is generally laden with mild acid and dust due to industrial activities. Some places are in heavily industrial polluted areas. On occasions, the combination of humid, acidic and dust condensation may create pollution conditions for outdoor equipment’s. Therefore, outdoor materials and equipment’s shall be designed and protected for use exposed, heavily polluted, acidic, corrosive, tropical and humid atmosphere. 4. GENERAL TECHNICAL REQIREMENTS:

S. No. Parameters TPWODL Requirements

1. Application Outdoor 2. Degree of protection IP 55

3. Flammability requirement FV0

4. Grade of material fire retardant, Self-extinguishing, UV stabilized and anti-oxidation properties

5. Material a) Base: b) Cover:

a) Dark Grey - Polycarbonate b) Clear transparent – Polycarbonate

6. Thickness of box (Base and cover)

Base-3mm (minimum) Cover-2.5mm (minimum) Tolerance±0.02mm

7. Material of the Gasket Rubber or better 8. Glow wire tested at 960°C 9. Dielectric withstand for the box 5 kV for 1 minute

10. Construction features of the box a. Clear inside dimensions of meter box 3 Phase Meter Box 3 Phase DT Meter Box Length 460mm 420mm Width 340mm 300mm Depth 170mm 140mm

b. Minimum clearance between meter and box on all sides

50 mm

c. Minimum clearance from meter on top of meter mounting pole

35 mm

d. Minimum clearance back of meter to base

10 mm








e. Earthing arrangement Nut & Bolt 1 Number with M8x35 or 40 mm long f. Sealing Arrangement polycarbonate

extension for sealing and latch with concentric sealing holes on U shaped latches

4 Numbers of Min. 30mm length (Two on opening side and one at top and bottom side) Sealing hole diameter 3mm

g. U shaped GI latches 4 number GI U shape latches having 1.2mm thick and Min, 25mm long with sealing hole

h. Box mounting arrangement Provision for four number screws at four corners provided

i. Box Mounting Screw 4 Number Gitti and screws provided with M6 Screwwith min. length 40mm

j. Cover overlapping on base a) Inside- 25 mm overlapping at hinges sides, top and bottom side and 20 mm overlapping at pad lock sideb) Outside overlapping 20mm throughout border

k. A. Size of incoming & outgoing gland hole B. location of hole from bottom side

A. 35mm B. around 40mm

l. Meter mounting plate as per clause no. 5.4

GI plate of 1.2m thick for meter mounting provided on Top side (without sharp corners)

m. Meter mounting Screws Minimum 3 number of 13mm length

n. Hinges Three nos. GI Hinges having 1.2 mm thickness and Minimum length 30 mm

o. Angle of Box opening 120degree

p. Polycarbonate hinges on base are covered with box cover material such that tampering is not possible from outside

Yes/No

q. Antenna mounting provision GI square piece of around 30x30mm to be riveted/ fixed inside on bottom face of box at around 60mm distance from right side

r. Location of earthing bolt On left Sides (when viewed from front) & bolt is fixed & engaged within gland through GI sheet 1.2mm from inside.

s. Earthing sign A tag with green background on GI sheet to be provided on earth bolt outside box

t. A. Gland size - inside diameter around 29mm on i/c and o/g B. Gland type – straight

Yes/no

11. The earth connectivity plate between incoming gland and earth bolt provided with 1.2mm thick GI

Yes/no








5. GENERAL CONSTRUCTIONS: 5.1. The meter box shall be weather proof, tamper proof and shall be made of Injection molded reinforce polycarbonate material with FV0 fire retardant, self-extinguishing, UV stabilization and Anti oxidation properties. The box shall be of adequate strength, unbreakable and shall be made in two pieces (base and cover). The base shall be dark grey color whereas the cover shall be completely transparent for polycarbonate material. the material for base and cover shall be polycarbonate with minimum cover thickens of 2.5mm & base -3 mm thickness. 5.2. The meter box shall have a taper roof for easy flow of rain water and shall have degree of IP55 for protection against dust and water. 5.3. The box shall be provided with meter mounting arrangement along with MS plate on top for mounting the meter from different manufacturers, having different mounting dimensions. The top MS plate shall be fixed on the base taking care of the alignment with the fixing holes provided in the base of the box. The box shall have suitable mode mounting arrangement on the right-hand side in the base of meter box for mounting the modem from different manufacturers with the help of base plate. The location of the same shall be 100mm below the top of the box base (as measured from inside) and 35mm away from right side of the box. The detail drawing of the mounting arrangement is provided below. 5.4. The meter shall be mounted with the help of MS plate such that there is clearance of 50 mm between the meter box and top of the cover. A minimum clearance of 50mm shall be maintained on the both sides, between meter and box. The overall dimensions of meter box shall be Length-460mm, Width- 340mm, Depth- 170mm with 2% tolerance. 5.5. The design of the meter box shall be such as to easy facilitate easy wiring and access to meter terminals. Nylon gland of internal diameter of approx. 30 mm shall be provided for I/C and O/G cables of size 4Cx25 sq.mm or as approved by purchaser. The holes for I/C and O/G cables shall be provided in left and right side of meter box at bottom. 5.6. The number of pillars to be provided in box as per TPWODL different type of meters. If there is any change in existing meter design or new meter introduced, bidder shall provide meter mounting pillar accordingly in meter box with modification in their mold without any extra cost. 5.7. The box cover shall be fixed to the base through three no’s Hinges. The arrangement of the hinges shall be provided on left side of the box and shall be such as to avoid entry inside of the box. The screws shall not be fixed from outside so that it cannot be visible from outside to avoid any manipulation. The box cover shall be open able by more than 120 degrees. 5.8. For holding and sealing the box, four U-shaped latches of approx. size 30 mm shall be provided on three side of box (two on right side and one each on top and bottom side). The latch








shall be GS with minimum thickness of 1.2 mm. The latch shall be provided along with suitable clamp assembly in base as well as cover, such that these are fully covered by the latch after closing. The clamp along with the latch shall be provided with a sealing hole such as to provide a sealing arrangement in the assembly and alignment of holes should be perfect so that seal wire may be easily install. 5.9. Suitable rubber gasket of round shape (properly provided throughout the periphery) for protection all around the cover shall be provided. The box shall be provided with four fixing holes of M6 screws. The four nos M6 screw with gitti to be provided with each box. 5.10. After closing and sealing the meter box, it shall not be possible to forcefully enter any sharp object inside the box without breaking base/cover. Suitable overlapping as mentioned in GTP shall be provided between base and cover to avoid access to the meter or its accessories inside the meter box by any means after sealing the box. 5.11. Box shall be provided with 1 no. earthing nut and bolt of size M8x35 mm on the left-hand side in the base of meter box for providing earth connection. The earth terminal shall be identified by means of the earth sign, marked in a legible manner on or adjacent the terminal. 6. NAME PLATE AND MARKING:

The meter box shall be provided with durable and legible name plate, effectively secured against removal. Name plate shall be embossed with “PO No with date” , “PROPERTY OF TPWODL” , “ITEM CODE NUMBER” , The name plate shall be indelibly and distinctly marked with all essential particulars as per the relevant standards along with the Continuous operating Voltage.

a) Manufacturer’s name

b) Serial number

c) Month and Year of manufacturing

d) No supply number: 19124

e) Property of 'TPWODL'

f) Voltage 440V Danger

g) PO no. and date

Danger logo/icon on the cover

7. TESTS:

All routine, acceptance & type tests shall be carried out in accordance with the relevant IS/IEC/ASTM/ANSI standards. All routine & acceptance tests shall be witnessed by the TPWODL Burla authorized representative. All the components shall also be type tested as per the relevant standards. Following tests shall be necessarily conducted on the Meter Box in addition to others specified in IS/IEC/ ASTM/ANSI standard.








7.1. TYPE TESTS:

S. No. Tests/ Standard Requirements

1 Protection against electric shock(IS: 14772 - 2000)

Enclosure shall be so designed that when they are mounted as for normal use, the live parts of any correctly installed accessories or any parts of these accessories which may become live due to a fault shall not be accessible.

2 Provision for earthing (IS: 14772-2000\

Enclosure shall be provided with a facility for permanent and reliable connection to earthing

3

Resistance to ageing, humid conditions, Ingress of solid objects and to harmful ingress of water (IS: 14772-2000)

Resistance to Ageing: Enclosure shall be kept in a heating cabinet with temp 70 ± 2 deg. C for 7 days as per IS. After completion of the test, the enclosure shall not show any cracks. Humid conditions: Enclosure shall be kept in a cabinet with humidity between 91 to 95 % for 7 days as per IS. After completion of the test, the enclosure shall not show any cracks. Resistance against ingress of solid objects and to harmful ingress of water: Enclosure shall be subjected to test for degree of protection IP 55 as per IS 12063.

4 Mechanical strength/ Impact Resistance Test (IS: 14772-2000)/(UL: 746 C)

The sample shall be subjected to Impact resistance test as per the respective standards and shall not show occurrence of any of the following: 1. Making uninsulated live parts accessible to contact. 2. producing a condition that might affect the mechanical performances of the enclosure producing a condition that would increase the likelihood of an electric shock.

5 Resistance to heat / Ball Pressure Test (IS: 14772-2000)

The test shall be made on a sample in a heating cabinet at a temp of 125 ±2 deg C for 1 per IS. After completion of test, the diameter of the impression caused by the ball shall be measured and should not exceed 2 mm

6 Resistance to Abnormal heat and fire/ Glow wire test (IS: 14772-2000)

Parts of insulating materials which might be exposed to thermal stresses due to electric effects shall not be affected by abnormal heat and by fire. The compliance shall be checked by means of the glow wire test performed at 960 deg C, according to IS 11000(Part 2/sec 1) with no flame and Glowing.

7 Resistance to Tracking (IS 14772-2000)

The sample when tested as per clause no 17 of IS: 14772, shall show no flashover after completion.








8 Flammability test

(IS: 11731 (Part II)- 1986)/UL :94)

The sample shall comply to flammability

requirements of category FV0/V0 as per respective standards.

9

Test for self-

extinguishing property (IS:4249-1967)

The sample when tested as per clause 3.5.1 of

IS 4249, shall comply to the specified requirements.

10 Test for water absorption

(IS: 5133 (Part II)- 1969)

The sample shall be heated to a temperature of 50 ± 3 deg C for 24 h, as per IS and after completion, the water absorbed should not be more than 1%.

11

Verification of Die- electric properties (IS :8623 (Part 1)-

1993)

The enclosure shall be tested as per clause no 8.2_2 of IS 8623(Part 1), with test voltage of 5 kV for 1 minute and withstand it satisfactorily.

12 UV Light Exposure (UL-746C)

The sample when exposed to UV light as per the defined test method, shall comply to following

a) Physical Properties: The average value of physical properties after the UV light exposure shall not be lower than 70% of its initial value (without UV aging) i.e. the variation shall not be more than 30%.

b) Flammability Test: After the UV light exposure, the flammability requirement of FV0 shall remain unchanged.

c) Flexural Strength: After the UV light exposure, Flexural strength shall not be lower than 70% of its initial value (without UV aging) i.e. the variation shall

not be more than 30 %.

.

7.2. ROUTINE TESTS:

1. Marking 2. Visual Examination and Dimensions 3. Protection against electric shock 4. Provision for earthing.

7.3 ACCEPTANCE TESTS:

1. Marking 2. Visual Examination and Dimensions 3. Protection against electric shock








4. Provision for earthing. 5. Mechanical strength/Impact Resistance test 6. Resistance to Abnormal heat and fire/ Glow wire test 7. Flammability test 8. Verification of Die-electric properties 9. Finishing of box 10. Screwdriver penetration test

8. TYPE TEST CERTIFICATES:

1. The bidder shall furnish the type test certificates as mentioned above as per the corresponding standards. 2. All the tests shall be conducted at CPRI / ERDA as per the relevant standards. 3. Type tests should have been conducted in certified Test laboratories during the period not exceeding 5 years from the date of opening the bid. 4. In the event of any discrepancy in the test reports, i.e., any test report not acceptable same shall be carried out without any cost implication to TPWODL. 5. If the validity is expired the bidder shall submit the undertaking on his letter head for conducting type test through CPRI/ERDA/equivalent lab before dispatch of first lot. 9. PRE-DISPATCH INSPECTION:

1. Material shall be subject to inspection by a duly authorized representative of TPWODL. 2. Inspection may be made at any stage of manufacture at the option of the purchaser and the equipment if found unsatisfactory as to workmanship or material, the same is liable to rejection. 3. Bidder shall grant free access to the places of manufacture to TPWODL’s representatives at all times when the work is in progress. 4. Inspection by TPWODL or authorized representatives shall not relieve the supplier of his obligation of furnishing equipment in accordance with the specifications. 5. Material shall be dispatched after specific MDCC (Material Dispatch Clearance Certificate) is issued by TPWODL. 6. Following documents shall be sent along with material:

a) Test report b) MDCC issued by TPWODL c) Invoice in duplicate d) Packing list e) Drawings & catalogue f) Guarantee / Warrantee card g) Brought out (raw) material test certificates h) Delivery Challan i) Other Documents (as applicable)








10. INSPECTION AFTER RECEIPT AT STORES: The material received at Purchaser’s store shall be inspected for acceptance and shall be liable for rejection, if found different from the reports of the pre-dispatch inspection and one copy of the report shall be sent to Engineering department. TPWODL can send any of the supplied material for further testing at any lab for compliance of material in line with the specifications and the material shall be liable for rejection, if test results are found different from the reports of the pre-dispatch inspection or tender test reports. 11. GUARANTEE: Bidder shall stand guarantee towards design, materials, workmanship & quality of process/manufacturing of items under the contract for due and intended performance of the same, as an integrated product delivered under this contract. In the event any defects found by the Purchaser up to a period of 60 months from the date of commissioning or 66 months from the date of last supplies made under the contract, whichever is earlier. Bidder shall be liable to undertake to replace/rectify such defects at his own costs, within mutually agreed timeframe, and to the entire satisfaction of the Purchaser, failing which the Purchaser will be at liberty to get it replaced/rectified at Bidder's risks and costs and recover all such expenses plus the Purchaser’s own charges (@ 20% of expenses incurred), from the Bidder or from the “Security cum performance Deposit” as the case may be. In case box fails within the guarantee period, the purchaser will immediately inform the bidder who shall take back the failed box within 15 days from the date of intimation at his own cost and replace/repair the box within forty five days of date of intimation with a roll over guarantee. Bidder shall further be responsible for ‘free replacement’ for another period of THREE years from the end of the guarantee period for any ‘Latent Defects’ if noticed and reported by the Purchaser. 12. PACKING: Bidder shall ensure that all the equipment covered under this specification shall be prepared for rail/road transport in a manner so as to protect the equipment from damage in transit. The material used for packing shall be environmentally friendly. NOTE: Single use plastic not be used for packing of the material. 13. TENEDR SAMPLE:

Bidders are required to manufacture two sample boxes as per the TPWODL specification and submit sample boxes along with the bid MRT Office, Burla for further testing and approval of samples. These samples shall be retained till the final PO placed against tender and for successful bidder these shall be retained till final supply against order 14. TRANING: Not Applicable








15. QUALITY CONTROL: The bidder shall submit with the offer Quality assurance plan indicating the various stages of inspection, the tests and checks which will be carried out on the material of construction, components during manufacture and bought out items and fully assembled component and equipment after finishing. As part of the plan, a schedule for stage and final inspection within the parameters of the delivery schedule shall be furnished. TPWODL’s engineer or its nominated representative shall have free access to the bidder's works to carry out inspections. 16. MINIMUM TESTING FACILITIES: Bidder shall have adequate inhouse testing facilities for carrying out all routine tests & acceptance tests as per relevant International / Indian standards. 17. MANUFACTURING ACTIVITIES: The successful Bidder will have to submit the bar chart for various manufacturing activities clearly elaborating each stage, with quantity. This bar chart should be in line with the Quality assurance plan submitted with the offer. This bar chart will have to be submitted within 15 days from the release of the order. Manufacturing mass quantity to start only after getting approved drawings or as per intimation from TPWODL. 18. SPARES, ACCESSORIES AND TOOLS: 04 nos M6 screw with gitti 19. DRAWINGS AND DOCUMENTS: Following drawings and documents shall be prepared based on TPWODL specifications and statutory requirements and shall be submitted with the bid:

a) Completely filled in Technical Particulars b) General drawing arrangements c) Bill of material d) Type Test certificates. e) Brought out (raw material) test certificates f) Experience List

After the award of the contract four (4) copies of drawings, drawn to scale, describing the equipment in detail shall be forwarded for approval and shall subsequently provide four (4) complete sets of final drawings, one of which shall be auto positive suitable for reproduction, before the dispatch of the equipment. Soft copy of all the drawing, GTP, Test certificates shall be submitted after the final approval of the same to purchaser. Following drawings / documents shall be submitted by the bidder for Purchaser’s approval.








Sl. No.

Description For Approval

For Review Information

Final Submission

1 Technical Particulars √ √

2 General Arrangement drawings √ √

3 Terminal and connection Drawing √ √

4 Drawing showing Mechanical Interlocks b/t line &Earth Switch and Wiring diagram

√ √

5 Manual / catalogue √ √

6 Installation / Commissioning Manuals √ √

7 Instruction for use √ √

8 Transport / Shipping dimension drawing √ √

9 QA & QC Plan √ √ √

10 Routine, Acceptance and Type Test Certificates

√ √ √

11

Sectional view & descriptive details for blades, contacts, arms, contact pressure, contact support bearing, housing of bearing, balancing of heights, phase coupling pipes, base plate, operating shaft, guides swivel joints, operating mechanism & its component etc.

√ √ √

12 Brought out or Raw material test certificates √ √

*All the documents & drawings shall be in English language. Instruction Manuals: Bidder shall furnish two softcopies and four (4) hard copies of nicely bound manuals (In English language) covering erection and maintenance instructions and all relevant information and drawings pertaining to the main equipment as well as auxiliary devices.








20.GUARANTEED TECHNICAL PARTICULARS:

S. No. Parameters TPWODL Requirements To Be provided by Bidder

1 Application Outdoor 2 Degree of protection IP 55

3 Flammability requirement

FV0

4 Grade of material fire retardant, Self-extinguishing, UV stabilized and anti-oxidation properties

5 Material a) Base: a) Dark Grey - Polycarbonate b) Cover: b) Clear transparent – Polycarbonate

6 Thickness of box (Base and cover)

Base-3mm (minimum) Cover-2.5mm (minimum) Tolerance±0.02mm

7 Material of the Gasket Rubber or better 8 Glow wire tested at 960°C

9 Dielectric withstand for the box

5 kV for 1 minute

10 Construction features of the box

a. Clear inside dimensions of meter box

3 Phase Meter Box

3 Phase DT Meter Box

Length 460mm 420mm Width 340mm 300mm Depth 170mm 140mm

b. Minimum clearance between meter and box on all sides

50 mm

c. Minimum clearance from meter on top of meter mounting pole

35 mm

d. Minimum clearance back of meter to base

10 mm

e. Earthing arrangement Nut & Bolt

1 Number with M8x35 or 40 mm long

f.

Sealing Arrangement polycarbonate extension for sealing and latch with concentric sealing

4 Numbers of Min. 30mm length (Two on opening side and one at top and bottom side) Sealing hole diameter 3mm








holes on U shaped latches

g. U shaped GI latches 4 number GI U shape latches having 1.2mm thick and Min, 25mm long with sealing hole

h. Box mounting arrangement

Provision for four number screws at four corners provided

i. Box Mounting Screw 4 Number Gitti and screws provided with M6 Screw with min. length 40mm

j. Cover overlapping on base

a) Inside- 25 mm overlapping at hinges sides, top and bottom side and 20 mm overlapping at pad lock side b) Outside overlapping 20mm throughout border

k.

A. Size of incoming & outgoing gland hole

A. 35mm

B. location of hole from bottom side

B. around 40mm

l. Meter mounting plate as per clause no. 5.4

GI plate of 1.2m thick for meter mounting provided on Top side (without sharp corners)

m. Meter mounting Screws Minimum 3 number of 13mm length

n. Hinges Three nos. GI Hinges having 1.2 mm thickness and Minimum length 30 mm

o. Angle of Box opening 120degree

p.

Polycarbonate hinges on base are covered with box cover material such that tampering is not possible from outside

Yes/No

q. Antenna mounting provision

GI square piece of around 30x30mm to be riveted/ fixed inside on bottom face of box at around 60mm distance from right side

r. Location of earthing bolt On left Sides (when viewed from front) & bolt is fixed & engaged within gland through GI sheet 1.2mm from inside.

s. Earthing sign A tag with green background on GI sheet to be provided on earth bolt outside box

t. A. Gland size - inside diameter around 29mm on i/c and o/g

Yes/no








B. Gland type – straight 11. Name plate and

marking as per claws no 6.0 with danger Icon

Yes / No

12 Type test as per clause 7.1

Yes / Undertaking for the same before supply

13 The earth connectivity plate between incoming gland and earth bolt provided with 1.2mm thick GI

Yes/no

14 Mounting pillars as per attached dwg Annex 1 to be provided and any mounting pillar changes in future as per prevailing meters in TPWODL requirement to be provided

Yes/no

15 The prototype sample shall be approved before mass manufacturing

Yes/No

16 Screw driver test shall be performed in acceptance test to ensure no entry of external object.

Acceptance

Signature of Bidder: Date: Name of the Company: Office Seal:

21. SCHEDULE OF DEVIATIONS:








(TO BE ENCLOSED WITH TECHNICAL BID)

All deviations from this specification shall be set out by the Bidders, clause by Clause in this schedule. Unless specifically mentioned in this Schedule, the tender shall be deemed to confirm the purchaser's specifications:

S. No Clause No. Details of deviation with justifications

We confirm that there are no deviations apart from those detailed above. Seal of the Company:

Signature of Bidder: Name of the Company: Date: Office Seal:








Mounting dimensions of meters ANNEXTURE :- 1 1. A make








2-B make








3 – C Make








4 – D make








5 – E make








6 – F Make



(A Tata Power & Odisha Govt. joint venture)


ANNEXURE – VII to Tender Document .

GENERAL CONDITIONS OF CONTRACT (GCC)


WORK INSTRUCTION /OPERATING GUIDELINES

Doc. Title GENERAL CONDITIONS OF CONTRACT –SUPPLY ORDERS

Rev. No 0 Page 1 of 43

CONTENTS

CLAUSE NO. DESCRIPTION

1.0 ORGANIZATIONAL VALUES

2.0 ETHICS

3.0 CONTRACT PARAMETERS

3.1 Issue/Award of Contract

3.2 Contract Commencement Date

3.3 Contract Completion Date

3.4 Contract Period/ Time

3.5 Contract Execution Completion Date

3.6 Contract Price /Value

3.7 Contract Document

3.8 Contract Language

3.9 Reverse Auction

4.0 SCOPE OF WORK

5.0 PRICES/RATES/TAXES

5.1 Changes in statutory Tax Structure

6.0 TERMS OF PAYMENT

6.1 Quantity Variation

6.2 Full and Final Payment

7.0 MODE OF PAYMENT

8.0 SECURITY CUM PERFORMANCE DEPOSIT

9.0 STATUTORY COMPLIANCE

9.1 Compliance to Various Acts

9.2 SA 8000

9.3 Affirmative Action

10.0 QUALITY

10.1 Knowledge of Requirements

10.2 Material/Equipment/Works Quality

10.3 Adherence to Rules & Regulations

10.4 Specifications and Standards

11.0 INSPECTION/PARTICIPATION

11.1 Right to Carry Out Inspection

11.2 Facilitating Inspection

11.3 Third Party Nomination

11.4 Waiver of Inspections

11.5 Incorrect Inspection Call

Doc. Title GENERAL CONDITIONS OF CONTRACT FOR SUPPLY ORDERS


CONTENTS


12.0 MDCC & DELIVERY OF MATERIALS

12.1 Material Dispatch Clearance Certificate

12.2 Right to Rejection on Receipt

12.3 Consignee

12.4 Submission of Mandatory Documents on Delivery

12.5 Dispatch and Delivery Instructions

13.0 GUARANTEE

13.1 Guarantee of Performance

13.2 Guarantee period

13.3 Failure in Guarantee period (GP)

13.4 Cost of repairs on failure in GP

13.5 Guarantee Period for Goods Outsourced

13.6 Latent Defect

13.7 Support beyond the Guarantee Period

14.0 LIQUIDATED DAMAGES

14.1 LD Waiver Request

15.0 UNLAWFUL ACTIVITIES

16.0 CONFIDENTIALITY

16.1 Documents

16.2 Geographical Data

16.3 Associate’s Processes

16.4 Exclusions

16.5 Violation

17.0 INTELLECTUAL PROPERTY RIGHTS

18.0 INDEMNITY

19.0 LIABILITY & LIMITATIONS

19.1 Liability

19.2 Limitation of Liability

20.0 FORCE MAJEURE

21.0 SUSPENSION OF CONTRACT

21.1 Suspension for Convenience

21.2 Suspension for Breach of Contract Conditions

21.3 Compensation in lieu of Suspension

22.0 TERMINATION OF CONTRACT

22.1 Termination for Default/Breach of Contract

22.2 Termination for Convenience of Associate

22.3 Termination for Convenience of TPWODL



CONTENTS


23.0 DISPUTE RESOLUTION AND ARBITRATION

23.1 Governing Laws and jurisdiction

24.0 ATTRIBUTES OF GCC

24.1 Cancellation

24.2 Severability

24.3 Order of Priority

25.0 ERRORS AND OMISSIONS

26.0 TRANSFER OF TITLES

27.0 INSURANCE

28.0 SUGGESTIONS & FEEDBACK

29.0 CONTACT POINTS

30.0 LIST OF ANNEXURES



1.0 ORGANIZATIONAL VALUES

The Tata Group has always been a value driven organization. These values continue to direct

the Group’s growth and businesses. The six core Tata Values underpinning the way we do

business are:

Integrity - We must conduct our business fairly, with honesty and transparency. Everything we

do must stand the test of public scrutiny.

Understanding - We must be caring, respectful, compassionate and humanitarian towards our

colleagues and customers around the world and always work for the benefit of India.

Excellence - We must constantly strive to achieve the highest possible standards in our day to

day work and in the quality of goods and services we provide.

Unity - We must work cohesively with our colleagues across the group and with our customers

and partners around the world to build strong relationships based on tolerance, understanding

and mutual co-operation.

Responsibility - We must continue to be responsible and sensitive to the countries,

communities and environments in which we work, always ensuring that what comes from the

people goes back to the people many times over.

Agility - We must work in a speedy and responsive manner and be proactive and innovative in

our approach.

2.0 ETHICS

In our effort towards Excellence and in Management of Business Ethics at TPWODL, an Ethics

Management Team is constituted.

The main objective of the Ethics Management Team is to:

1. Record, address and allay the issues and concerns on ethics raised by different

stakeholders like employees, consumers, vendors, Associates etc. by initiating immediate

corrective actions.

2. Ensure proper communication of the ethics policies and guidelines through prominent

displays at all offices of TPWODL and through printed declarations in all concerned

documents where external stakeholders are involved.

3. Ensure proper framework of policies as preventive measures against any ethics violation

recorded by them.

4. Prepare and submit MIS of all issues and concerns, corrective and preventive actions on

monthly basis to the top management for their information.

All Associates and Stakeholders are requested to register any grievance on ethics violation on

our website www.tpwesternodisha.com

3.0 CONTRACT PARAMETERS

3.1 Issue/Award of Contract

TPWODL awards the contract to the Associate in writing in the form of Purchase Order (PO) or

Rate Contract (RC), hereafter referred as Contract, through in any or all of following modes

physical handover / post / e-mail / web document / fax with all the attachments/enclosures

which shall be part of the contract document.



On receipt of the contract, the associate shall return to TPWODL copy of the contract document

duly signed by legally authorized representative of associate, within two days of Effective Date

of Contract for contracts having contract execution time less than 30 days and within five days

for all other contracts.

3.2 Contract Commencement Date

The date of issue/award of contract shall be the Effective Date of Contract or Contract

Commencement date.

3.3 Contract Completion Date

The date of expiry of Guarantee Period shall be deemed as the Contract Completion Date.

3.4 Contract Period/Time

The period from Contract Commencement Date to Contract Completion Date shall be deemed

as the Contract Period/Time.

3.5 Contract Execution Completion Date

The stipulated date for completing the supply as per schedule of quantities shall be deemed as

the Contract Execution Completion Date.

3.6 Contract Price /Value

The total all inclusive price/value mentioned in the PO/RC is the Contract Price/Value and is

based on the quantity, unit rates and prices quoted and awarded and shall be subject to

adjustment based on actual quantities supplied and accepted and certified by the authorized

representative of the company unless otherwise specified in schedule of quantities or in

contract documents.

3.7 Contract Document

The Contract Document shall mean and include but not limited to the following:

NIT/Tender Enquiry, QR, Instruction to Bidders, Special Condition of Contract (SCC) of

tender, GCC, Technical & Commercial Specifications including relevant annexure and

attachments).

Bids & Proposals Received from Associate including relevant annexure/attachments.

RC/PO with agreed deviations from the tender/bid documents.

All the Inspection and Test reports, Detailed Engineering Drawings.

Material Dispatch Clearance Certificate (MDCC).

Minutes of Meeting (MoM)

3.8 Contract Language

All documents, instructions, catalogues, brochures, pamphlets, design data, norms and

calculations, drawings, operation, maintenance and safety manuals, reports, labels, on

deliveries and any other data shall be in English Language.

The Contract documents and all correspondence between the TPWODL, Third Parties

associated with the contract, and the Associate shall be in English language.

However, all signboards required indicating "Danger" and/or security at site and otherwise

statutory required shall be in English, Hindi, and local languages.



3.9 Reverse Auction

TPWODL reserves the right to conduct the reverse auction (instead of public opening of price

bids) for the products / services being asked for in the tender. The terms and conditions for

such reverse auction events shall be as per the Acceptance Form attached in Annexure F. The

bidders along with the tender document shall mandatorily submit a duly signed copy of the

Acceptance Form as mentioned in the Annexure J as a token of acceptance for the same.

4.0 SCOPE OF WORK

All the activities that are to be undertaken by the Associate to realize the contractual

deliverables in completeness form Scope of Work. Following clauses list, but not limited to,

major requirements of the scope of work.

The associate shall satisfy himself and undertake fully the technical/commercial requirements

of items to be supplied as listed in the Schedule of Quantities together with the tests to be

performed /test reports to be furnished before dispatch, arrangement of stage and final

inspections during manufacturing as per terms and conditions of contract, technical parameters

& delivery terms and conditions including transit insurance to be met in order to fully meet

TPWODL’s requirements.

Completeness: Any supplies and services which might have not been specifically mentioned in

the Contract but are necessary for the scope mentioned in Special Terms & Conditions and/or

completeness of the works at the highest possible level, including any royalties, license fees &

compensation to be paid, whether incurred by the associates or by a third party for the work

covered in the scope, regardless of when incurred, shall be supplied/provided by the associate

without any extra cost and within the time schedule for efficient , smooth and satisfactory

operation and maintenance of the works at the highest possible level under Indian conditions

(but according to international standards for facility of this type), unless expressly excluded

from the scope of supplies and services in this Contract.

TPWODL have the right, during the performance of the Contract, to change the scope and/or

technical character of the Project and/or of the supplies and services stipulated in the Contract

by submitting a request in writing to the Associate. The Associate shall, within fifteen days of

receipt of such request from the TPWODL, provide Purchaser with a reasonably detailed

estimate of the cost of the change outlined in the request.

In the event, TPWODL requests a change, the Contract price and time shall be adjusted

upwards or downwards, as the case may be and shall be mutually agreed to. The associate

shall not be entitled to any extension of time unless such changes adversely affect the time

schedule.

The Associate shall not proceed with the changes as requested till adjustment of contract price

and time schedule where so applicable in terms of or otherwise directed by the TPWODL.

5.0 PRICES/RATES/TAXES

Unless specified elsewhere in the contract document, the prices/rates are inclusive of cost of

finished product for which MDCC will be issued by TPWODL, packaging and forwarding

charges, freight and transit insurance charges covering loading at Associate’s works,

transportation to TPWODL store/site & unloading & delivery at TPWODL stores/TPWODL site,

cost of documentation including all the relevant test certificates and other supportive

documents to be furnished.



The Prices/Rates are inclusive of all taxes, levies, cess and duties, particularly Goods and

Services Tax as applicable. All government levy / taxes shall be paid only when the invoice is

submitted according to the relevant act.

The prices/rates shall remain firm till actual completion of entire supply of

goods/material/equipment as per contract is achieved and shall remain valid till the completion

of the contract.

The prices shall remain unchanged irrespective of TPWODL making changes in quantum in all

or any of the schedules of items of contract.

5.1 Changes in Statutory Tax Structure

If rate of any or all of the statutory taxes and duties applicable to the contract changes, such

changes shall be incorporated by default if the changes occur within the contract execution

time and shall be applicable if the contract is executed by the Associate within the Contract

Execution Time.

For execution of contracts beyond contract execution time, where the delay is not attributable to

TPWODL no upward revision in tax /duties shall be considered irrespective of changes in the

statutory tax structure either within the contract execution time or beyond. However, in such

cases, benefits due to any downward revisions in statutory tax rates shall be passed on to

TPWODL.

6.0 TERMS OF PAYMENT

On delivery of the materials in good condition and certification of acceptance by TPWODL

official, Associate shall submit the Bills/Invoices in original in the name of “TP Western Odisha

Distribution Ltd” to invoice desk, complete with all required documents as under:

Test Reports (4 sets).

MDCC issued by TPWODL.

Packing List.

Drawing and Catalogue.

Guarantee/Warrantee Card.

Delivery Challan.

O&M Manual.

Copy of Order.

Minutes of Meeting.

Bills/ invoices shall mention Supplier’s GST Number. TPWODL will make 100% payment within

30 days of submission of the Bill/Invoice complete in all respects and along with all the requisite

documents mentioned above, subject to condition that Associate has furnished the requisite

Security-cum-Performance Guarantee as stipulated in the contract.

6.1 Quantity Variation

Payment will be made on the basis of actual quantity of supplies/actual measurement of works

accepted by TPWODL and not on the basis of contract quantity.



6.2 Full and Final Payment

Full & Final Payment in all contracts shall be made subject to the associate submitting “No

Demand Certificate” in the format as per Annexure-C.

7.0 MODE OF PAYMENT

Payment shall be made through crossed Cheque or RTGS whichever of the two modes chosen

by the Associate, in favour of Associate’s Bank Account on TPWODL records, on whose name

Contract has been issued. Those Associates opting for the RTGS mode shall submit the details

of Bank Account and other details as per annexure G. Further, for any payments made,

TPWODL is not responsible for any consequences/disputes Associate have among the owners

channel partners, sub-Associates and all such dispute/concerns shall be settled solely by the

Associate.

8.0 SECURITY CUM PERFORMANCE DEPOSIT

Associates shall submit within 15 days from the effective date of issue of PO/RC, Security

Performance Bank Guarantee (SPBG) in the format as per Annexure B of this document from

banks acceptable to TPWODL for:

(a) 5% of the PO value if purchase order value is more than Rs 5 Crores.

(b) 10% of the PO value if purchase order value is less than Rs 5 Crores.

This shall remain valid till the end of the Guarantee Period of contract, plus one month.

(c) 5% of the RC value in case of Rate Contract. This shall remain valid till the Guarantee

period plus one month.

For PO/RC values less than Rs. 5 lacs, Associate may request for deduction of amount

equivalent to SPBG value from their first invoice. Such amount shall be withheld by

TPWODL while processing the invoice and shall be released after completion of

Guarantee Period plus one month.

For PO/RC values less than Rs. 3 lacs, the clause (8.0) for Security cum Performance

Bank Guarantee (SPBG) shall not be applicable.

In case of RC (Rate Contract) after the expiry of RC validity, Associate shall have to

submit SPBG. However, the Associate has the option to re-submit the SPBG as per

actual RO

(Release Order) value issued against the RC, valid for Guarantee Period plus one month.

The Guarantee Period shall be considered as per the last RO issued against the said

RC. The original SPBG as submitted against the RC shall be released on submission of

the new SPBG to TPWODL. Alternatively, Associate may extend the validity of original

SPBG only till the requisite period, i.e. Guarantee Period plus one month.

9.0 STATUTORY COMPLIANCE

9.1 Compliance to Various Acts

Associate should ensure adherence to all applicable laws, rules and regulation applicable under

this contract from time to time. In case of violation any risk, costs etc shall be in associates

account and keep TPWODL indemnified always till completion of contracts.



9.2 SA 8000

As TPWODL is SA 8000 compliant, it expects its Associates to follow guidelines of SA 8000:2014 on the following aspects

1. Child Labour

2. Forced or Compulsory Labour

3. Health & Safety

4. Freedom of Association & Right to Collective Bargaining

5. Discrimination

6. Disciplinary Practices

7. Working Hours

8. Remuneration

9. Management System

9.3 Affirmative Action

TPWODL appreciate and welcome the engagement/employment of persons from SC/ST

community or any other deprived section of society by their business associates.

Relaxation in Contract Clauses under Affirmative Action for SC/ ST Business Associates**

TPWODL believes that inclusive growth is the key to sustainable development, and to promote

the same Policy on Affirmative Action for Scheduled Caste & Scheduled Tribe Communities

has been adopted across the company.

Under the same pre-text, and to promote entrepreneurship among SC/ST community TPWODL

has taken initiative by proposing relaxations in contract clauses as per below:

S. No Initiative for SC/ ST BA’s Guideline Document

1 Tender Fees 100% waiver for SC/ST community All Open Tenders

2 Earnest Money Deposit

50 % relaxation of estimated EMD value All limited and Open Tenders

3 Performance Bank Guarantee

50% relaxation in PBG for order value above 50 lacs else 25% relaxation

All limited and Open tenders

4 Turnover 25% relaxation in company turnover under qualifying requirement criteria

All Open Tenders

**Classification of BAs under SC/ST shall be governed under following guidelines:

Proprietorship/ Single Ownership Firm: Proprietor of the firm should be from SC/ST

community. Governing document shall be duly audited balance Sheet for the last FY

bearing the name of proprietor.

Partnership Firm: Only such firms shall qualify which have SC/ST partners holding equal

to or more than 50% of the total ownership pattern of the firm. Governing document shall

be Partnership Deed and audited balance sheet/ ITR for last FY.

Private limited company: Only such firms shall qualify which have SC/ST directors

holding equal to or more than 50% of the total ownership pattern of the firm. Governing



document shall be Memorandum of Understanding (MoU) and/or Article of Association

(AoA).

Governing document shall be Memorandum of Understanding (MoU) and/or Article of

Association (AoA).

Note: Certification from SC/ST commission shall be required for deciding upon SC/ST status of

a person.

10.0 QUALITY

10.1 Knowledge of Requirements

The Associate shall be deemed to have carefully examined and to have knowledge of the

equipment, the general and other conditions, specifications, schedules, drawings, etc. forming

part of the Contract and also to have satisfied himself as to the nature and character of the

work to be executed and the type of the equipment and duties required including wherever

necessary of the site conditions and relevant matters and details. Any information thus

procured or otherwise obtained from TPWODL/Consultants shall not in any way relieve the

Associate from his responsibility and executing the works in accordance with the terms of

contract.

10.2 Material/Equipment/Works Quality

The items / works under the scope of the Associate shall be of the best quality and

workmanship according to the latest engineering practice and shall be manufactured from

materials of best quality considering strength and durability for their best performance and, in

any case, in accordance with the specifications set forth in this Contract. All material shall be

new. Substitution of specified material or variation from the process of fabrication/

construction/ manufacture may be permitted but only with the prior written approval of the

TPWODL.

10.3 Adherence to Rules & Regulations

The Associate shall procure and/or fabricate/erect all materials and equipment in accordance

with all requirements of Central and State enactment, rules and regulations governing such

work in India and at site. This shall not be construed as relieving the Associate from complying

with any requirement of TPWODL as enumerated in the Contract which may be more rigid

than and not contrary to the above mentioned rules, nor providing such construction as may

be required by the above mentioned rules and regulations. In case of variance of the Technical

Specification from the laws, ordinance, rules and regulations governing the work, the

Associate shall immediately notify the same to the TPWODL. It is the sole responsibility of the

Associate, however, to determine that such variance exists. Wherever required by rules and

regulations, the Associate shall also obtain the statutory authorities' approval for the plant,

machinery and equipment to be supplied by the Associate.

10.4 Specifications and Standards

The Associate shall follow all codes and standards referred in the Contract Document. Codes

and standards of other may be followed by the Associate with the prior written approval of

TPWODL, provided materials, supplies and equipment according to the standard are equal to

or better than the corresponding standards specified in the Contract.

Brand names mentioned in the Contract documents are for the purpose of establishing the type

and quality of products to be used. The Associate shall not change the brand name and



qualities of the bought out items without the prior written approval of the TPWODL. All such

products and equipment shall be used or installed in strict accordance with original

manufacturer's recommendations, unless otherwise directed by the TPWODL. In any

circumstances the codes, specimen and standards prescribed by any government agency

should not be violated.

11.0 INSPECTION/PARTICIPATION

11.1 Right to Carry Out Inspection

TPWODL reserves the right to send its representatives for inspection or participation at various

stages of contract execution listed below, applicable as per contract construction.

During basic design and detail engineering of material/ Equipment carried out by

Associate /Outsourced Agencies.

During manufacturing stages of the product at Associate’s/Associate’s Outsourced

Agency’s Plant/Facility.

During Pre-dispatch Inspection and Testing of finished/manufactured product at

Associate’s/Associate’s outsourced Agency’s Plant/Facility.

During Installation & Commissioning Activities/Stages.

Prior to Clearing of the completed installation for commissioning.

Any other stage as find appropriate by TPWODL during contract execution time.

All inspections and participations shall be carried out by TPWODL giving written intimation to

the Associate or receiving appropriate advance written inspection call from the Associate,

unless otherwise specified elsewhere in the contract document.

11.2 Facilitating Inspection

The Associate shall provide all opportunities and information to TPWODL’s engineers to get

acquainted with the technical know-how and the methods and practices adopted by the

Associate in basic and detail engineering. The Associate shall provide documents, drawings,

calculations etc. as may be required by TPWODL’s Engineers.

The Associate shall provide free of charge office accommodation, office facilities, secretarial

services, communication facilities, general and drawing office stationary, etc. as may be

reasonably required by the TPWODL’s engineers. Similarly, facilities shall also be provided by

Associate's outsource agencies/partners/authorized dealers (collectively termed as sub

associates) if such basic and detail engineering activities are carried out in the design offices of

sub-Associates.

The Associate shall be responsible for the safety of employees of TPWODL/Third Party Agency

when they are at the Associate’s /Associate’s outsource agency’s plant or facility for carrying

out/witnessing inspection/testing. All statutory safety precautions as applicable shall be

followed by the Associate during Inspection Testing. If TPWODL inspectors are not satisfied

with the safety arrangements at the plant, TPWODL have the right to call off inspection till such

time corrective action is taken by the Associate.

Before raising the call for pre-dispatch final inspection and testing, the Associate shall conduct

all the tests—type tests, routine tests etc-as specified in the contract document and submit

copies of the test certificates to TPWODL along with the inspection call, for scrutiny of

TPWODL.



The Associate and TPWODL shall jointly document all the observations, comments and action

points after completion of inspection and it shall be binding on the Associate to provide

compliance on all the points requiring compliance and furnish the compliance report to the

designated authority of TPWODL for receiving clearance for dispatch of materials

11.3 Third Party Nomination

TPWODL also may nominate a third party for the purpose of carrying out the inspection and

such an agency shall be entitled to all the rights and privileges of TPWODL as far as

conducting the inspection.

11.4 Waiver of Inspections

TPWODL on its own discretion shall chose to waive off any inspection and ask the Associate to

submit all the test reports as applicable as per contract specifications, related to inspection and

testing of the goods ordered for scrutiny and clearance for dispatch.

11.5 Incorrect Inspection Call

In case it is observed that the material offered for inspection is not ready at the time of TPWODL inspection visit rendering it as futile, all costs towards such inspection shall be recovered from the BA. Taxes as applicable on such recoveries shall be borne by the BA.

12.0 MDCC & DELIVERY OF MATERIALS

12.1 Material Dispatch Clearance Certificate

Associate shall deliver material/goods/equipment against Supply Contracts or Supply Part of

Composite/Service Contracts only after receiving Material Dispatch Clearance Certificate

(hereafter termed as MDCC) issued by designated authority of TPWODL. Material delivered at

TPWODL stores or at project site without a valid MDCC issued by the designated official of

TPWODL shall be rejected. MDCC shall be issued to associate furnishing compliance report on

the action points documented during pre-dispatch inspection and testing at Associate’s/ Sub

Associate’s plant/ facility. In case Pre-dispatch inspection is waived at the discretion of

TPWODL, then, MDCC shall be issued on receiving all the test reports-routine& type-from the

Associate and finding them in order.

The associate shall include and provide for securely protecting and packing the materials so as

to avoid loss or damage during handling and transport by air, sea, rail and road or any other

means.

All such packing shall allow to the extent possible for easy removal and checking at Site. The

associate shall take special precautions to prevent rusting of steel and iron parts during transit

by sea. Gas seals or other materials shall be utilized by the associate for protection against

moisture during transit of all Plant and Equipment.

Each Equipment or parts of Equipment shall be tagged with reference to the assembly

drawings and corresponding part numbers. Each bale or package shall contain a packing note

quoting specifically the name of the associate, item description, quantity, item / package

identification.

All packing cases, containers, packing and other similar materials shall be new and supplied

free by the associate and it shall not be required to be returned to the associate.

Notwithstanding anything stated in this clause, the associate shall be entirely responsible for

loss, damage or depreciation or deterioration to the materials and supplies due to faulty and/or

insecure packing or otherwise during transportation to the Site until otherwise provided herein.



In case of the consignments dispatched by road, the associate shall ensure that it or its

subcontractors:

i) Identify and obtain the correct type of trucks/trailers, keeping in view the nature of

consignments to be dispatched.

ii) Take such actions as may be necessary to avoid all possible chances of damages

during transit and to ensure that all packages are firmly secured.

Timelines for inspection and MDCC is as below:

S. No. Inspection MDCC issuance time including Inspection

time (max.)

1 Outside Sambalpur 12 days

2 Within Sambalpur 5 days

3 Waiver* 3 working days

* Associate is expected to raise the inspection call assuming that Inspection shall be carried out

by TPWODL. The decision for waiver of inspection shall be on sole discretion of TPWODL.

12.2 Right to Rejection on Receipt

Goods/Material/Equipment delivered in condition physically damaged & incomplete as a

product ordered, or not packed and transported as per the terms and conditions of the contract

is liable to be rejected. Such item shall be lifted back by Associates within 15 days from receipt

of rejection note from TPWODL and have to supply back the material within next 30 days or

within the timeframe mutually decided by Associate and TPWODL.

If delivery of the material is beyond the agreed time, Liquidated damage clause, mentioned in

this GCC separately shall be applicable; but the period for levy of LD shall be considered as per

the original delivery schedule and not from the agreed timelines for material rectification.

12.3 Consignee

Unless otherwise specified in the Contract Document, Materials/Goods/Equipment shall be

consigned to “Stores-In-Charge”, TPWODL, Burla.

12.4 Submission of mandatory documents on Delivery

Following documents shall be mandatorily submitted by BA along with supply of material to

TPWODL stores/site:

S. No. Documents Requisite

1 Invoice copy in original With all consignments

2 LR copy Wherever required

3 Packing list With all consignments

4 MDCC With all consignments

5 Purchase order / Release order Signed copy

6 Test certificates With all consignments

7 Inspection/JVR report In case pre-dispatch inspection is conducted

8 Device data in CD as per

template for metering items Wherever applicable



12.5 Dispatch and Delivery Instructions

S. No. Instructions

1 Purchase order/ Release order no. shall be mentioned on invoice and on material

2 TPWODL material code and material description shall be mentioned in invoice and

on material.

3 “Property of TPWODL” shall be embossed on material.

4 The material shall be properly sealed and packed in standard packing as per

purchase order terms & conditions.

5 The weight and quantity of material shall be mentioned wherever applicable

6 The material supplied shall be co-related with the packing list.

7

The name plate detail on equipment shall include Material code, Material

description, specification detail of material [as applicable], Serial No. Year of

manufacturing, PO/RO no. and date, “PROPERTY OF TPWODL, Burla”,

Guarantee period and Associate’s name.

8

In case of manual unloading, supplier / transporter shall deploy sufficient Labour for unloading the material at TPWODL central store. For heavy item(s), crane will be provided by TPWODL [unloading cost will be

recovered from the associate].

9 The driver should have valid License and one helper in truck. All the documents of

truck like registration papers, PUC etc. should be available in Truck.

10 BA representative should accompany the material and get it unloaded / stacked in

his presence wherever possible.

13.0 GUARANTEE

13.1 Guarantee of Performance

Associates shall stand guarantee that the equipment and material supplied under the contract

is free from design, manufacturing, material, construction, erection & installation and

workmanship & quality defects and is capable of its due, rated and intended quality

performance, as an integrated product delivered under the contract, for a specific period termed

as Guarantee Period(as elaborated elsewhere in this clause). The Associate should also

guarantee that the equipment/material is new and unused except for the usage required for the

tests and checks required as part of quality assurance.

13.2 Guarantee Period

The Guarantee Period will be equipment/service/work specific and shall be as specified in the

Standard Specifications of TPWODL for the equipment/material/service/work and where

standard specifications are not part of contract documents or guarantee period is not specified

in the standard specifications,, the guarantee period shall be as per the Special Terms and

Conditions of the Contract. In case of no mention of the guarantee period in standard

specifications or SCC Guarantee Period will be 12 Months from the Date of Commissioning or

24 months from the date of delivery of final lot of supplies made, whichever is earlier.

13.3 Failure in Guarantee Period (GP)

If the equipment and material supplied under the contract fails to perform its due, rated &

intended quality performance, during the Guarantee period, the associate is liable to undertake

repair/rectify/replace the equipment and material supplied within time frame specified in the

SCC or elsewhere in the contract documents at associate’s cost to make the equipment and

material supplied/service or work rendered under the contract of performing its due, rated and



intended quality performance. If Associate fails to repair/rectify/replace the equipment or

material supplied rendered under the contract, failed in Guarantee Period, TPWODL will be at

liberty to get the same done at Associate’s risks and costs and recover all such expenses plus

the TPWODL’s own charges (@ 20% of expenses incurred), from the Associate or from the

“Security cum Performance Deposit” as the case may be.

If during the Warranty/ Guarantee period some parts of the supplies are replaced owing to the

defects/ damages under the Warranty, the Warranty period for such replaced parts shall be

until the expiry of twelve months from the date of such replacement or renewal or until the end

of original Guarantee period, whichever is later.

Any repairs during the Guarantee Period shall be carried out by the Associate within 30 days of

reporting the issue to Associate by TPWODL. However, if replacement of the Equipment is

required, Associate shall notify the same to TPWODL within 7 days of reporting the issue by

TPWODL. Thereafter, the total time for supply of new equipment/ material shall be equal to the

original delivery period of that equipment/ material as specified in the Contract. In case the

Associate is not able to rectify/ replace the faulty equipment/ material within the stipulated

timelines as mentioned above, penalty shall be levied as per the Liquidated Damages clause

mentioned in this document. The penalty amount shall be recovered from the payment due to

the vendor or by encashment of the SPBG as the case may be.

13.4 Cost of repairs on failure in GP

The cost of repairs/rectification/replacement, required transportation, site inspection

/mobilization/dismantling and re-installation costs as applicable, to be borne by Associate. The

Associate has to ensure that the interruption in the usage of intended purpose of the equipment

is minimized to the maximum extent In lieu of the time taken for

repairs/rectification/replacement.

13.5 Guarantee period for Goods Outsourced

If the Associate outsources partly equipment/materials/services from third party as mutually

agreed upon at the pre award stage of contract, TPWODL shall have the benefit of any

additional guarantee period if provided by the third party for the part supplied/executed by

them.

13.6 Latent Defect

Hidden defects in manufacturing or design of the product supplied and which could not be

identified by the tests conducted but later manifested during operation of the equipment are

termed as latent defects. Associates shall further be responsible for ‘free replacement’ for

another period of THREE years from the end of the guarantee period for any ‘Latent Defects’ if

noticed and reported by the Company.

13.7 Support beyond the Guarantee Period

The Associate shall ensure availability of spares and necessary support for a period of atleast

10 years post completion of guarantee period of equipment supplied against the contract.

14.0 LIQUIDATED DAMAGES

a) For supplies which are of standalone use, multiple in quantities and having a single final

delivery schedule, Liquidated damages shall be levied without prejudice to any of the

other contractual rights of TPWODL, as described below:



For delay of each week and part thereof from the delivery schedule specified in the

contract, 1% of contract value corresponding to undelivered quantity, provided full

quantity is supplied within 130% of the original contract time. If full contractual quantity is

not delivered within 130% of contract time for delivery, TPWODL has the right to levy LD

on the entire contract value, subject to a maximum of 10% of the total contract value.

b) For Supplies having phased delivery schedule as per contract terms, standalone use and

multiple in quantities, Liquidated damages shall be levied without prejudice to any of the

other contractual rights of TPWODL, as described below:

For the purpose of calculating and applying LD, each delivery lot shall be considered

separately. For delay of each week and part thereof, from the delivery schedule specified for

the lot, 1% of the contract value corresponding to the undelivered quantity of the lot subject to a

maximum of 10% of the total contract value of the subject lot. However, if full contractual

quantity is not delivered within 130% of contract time for delivery, TPWODL has the right to levy

LD on the entire contract value, subject to a maximum of 10% of the total contract value.

Deduction of LD shall be on landed cost i.e contract value inclusive of taxes and in pursuant

statutory compliance GST would be applicable at the stipulated rate and the same shall be

borne by Business Associate. In case of LD deduction, a GST invoice shall be issued by

TPWODL as a proof of deduction/ recovery.

14.1 LD Waiver Request

Any request of LD waiver shall be submitted within thirty (30) days of deducting LD. Request submitted beyond the timeline shall not be entertained.

15.0 UNLAWFUL ACTIVITIES

The Associate shall have to ensure that none of its employees are engaged in any unlawful

activities (whether covered under the scope of the present GCC or not) subversive of the

TPWODL’s interest failing which appropriate action (legal or otherwise) may be taken against

the Associate by the TPWODL, in accordance with the terms of the present GCC.

16.0 CONFIDENTIALITY

Associate and its employees or representatives thereof shall strictly maintain the confidentiality

of various information they come across while executing the contract as detailed below.

16.1 Documents

All maps, plans, drawings, specifications, schemes and other documents or information related

to the Contract/Project and the subject matter contained therein and all other information given

to the Associate by the TPWODL in connection with the performance of the contract shall be

held confidential by the Associate and shall remain the property of the TPWODL and shall not

be used or disclosed to third parties by the Associate for any purpose other than for which they

have been supplied or prepared. The Associate may disclose to third parties, upon execution

of confidentiality agreements, such part of the drawings, specifications or information if such

disclosure is necessary for the performance of the Work provided such third parties agree in

writing to keep such information confidential to the same extent and degree as provided herein,

for the benefit of the TPWODL.

16.2 Geographical Data

Maps, layouts and photographs of the unit/plant including its surrounding regions showing vital

installation for national security of country or those of TPWODL shall not be published or



disclosed to the third parties or taken out of the country without prior written approval of the

TPWODL and upon execution of confidentiality agreements satisfactory to the TPWODL with

such third parties prior to disclosure.

16.3 Associate’s Processes

Title to secret processes if any developed by the Associate on an exclusive basis and

employed in the design of the equipment shall remain with the Associate. TPWODL shall hold

in confidence such processes and shall not disclose such processes to the third parties without

prior approval of the Associate and execution by such third parties of secrecy agreements

satisfactory to the Associate prior to disclosure. Upon completion of contract, such processes

shall become the property of the TPWODL. Title to technical specifications, drawings, flow

sheets, norms, calculations, diagrams, interpretations of test results, schematics, layouts and

such other information, which the Associate has supplied to the TPWODL under the Contract

shall be passed on to the TPWODL. The TPWODL shall have the right to use these for

construction, erection, start-up, Trial Run, operation, maintenance, modifications and/or

expansion of the works including for the manufacture of spare parts.

16.4 Exclusions

The provision of Clauses 16.1 to 16.3 shall not apply to information:

Which at the time of disclosure are in the public domain which later on become part of

public domain through no fault of the party concerned, or

Which were in the possession of the party concerned prior to disclosure to him by the

other party, or

Which were received by the party concerned after the time of disclosure without

restriction on disclosure or use, from a third party who did not acquire such information

directly or indirectly from the other party or has no obligation of confidentiality for such

information.

16.5 Violation

In case of violation of this clause, the Associate is liable to pay compensation and damages as

may be determined by the competent authority of TPWODL.

17.0 INTELLECTUAL PROPERTY RIGHTS

If, in the course of performance of its functions and duties as envisaged by the scope of the

present GCC, the Associate acquires or develops, any unique knowledge or information which

would be covered, or, is likely to be covered within the definition of a trademark, copyright,

patent, business secret, geographical indication or any other form of intellectual property right,

it shall be obliged, under the terms of this present GCC, to share such knowledge or

information with the TPWODL. All rights, with respect to, or arising from such intellectual

property, as afore mentioned, shall solely vest in TPWODL.

Moreover, the Associate undertakes not to breach any intellectual property right vesting in a

third party/parties, whether by breach of statutory provision, passing off, or otherwise. In the

event of any such breach, the Associate shall be wholly liable to compensate, indemnify or

make good any loss suffered by such third party/parties, or any compensation/damages arising

from any legal proceeding/s, or otherwise. No liability of TPWODL shall arise in this respect,

and any costs, damages, expenses, compensation payable by TPWODL in this regard to a

third party/parties, arising from a legal proceeding/s or otherwise, shall be recoverable from the

Associate.



18.0 INDEMNITY

The Associate shall at all times indemnify, keep indemnified and hold harmless the TPWODL

and its officers, directors, employees, affiliates, agents, successors and assigns against all

actions, claims, demands, costs, charges and expenses arising from or incurred by reason of

any infringement of patent, trade mark, registered design, copy rights and/or industrial property

rights by manufacture, sale or use of the equipment supplied by the Associate whether or not

the TPWODL is held liable for by any court judgement. In this connection, the TPWODL shall

pass on all claims made against him to the Associate for settlement.

The Associate assumes responsibility for and shall indemnify and save harmless the TPWODL

from all liability, claims, costs, expenses, taxes and assessments including penalties, punitive

damages, attorney's fees and court costs which are or may be required to be paid by the

TPWODL and its officers, directors, employees, affiliates, agents, successors and assigns

arising from any breach of the Associate’s obligations under the Contract or for which the

Associate has assumed responsibilities under the Contract including those imposed under any

local or national law or laws, or in respect to all salaries, wages or other compensation for all

persons employed by the Associate or his Sub-Associates or suppliers in connection with the

performance of any work covered by the Contract. The Associate shall execute, deliver and

shall cause his Sub-Associate and suppliers to execute and deliver, such other further

instruments and to comply with all the requirements of such laws and regulation as may be

necessary there under to conform and effectuate the Contract and to protect the TPWODL.

The TPWODL shall not be held responsible for any accident or damages incurred or claims

arising, due to the Associate’s error there from prior to completion of work. The Associate shall

be liable for such accidents and after completion of work for such accidents as the case may be

due to negligence on his part to carry out Work in accordance with Indian laws and regulations

and the specifications set forth herein.

19.0 LIABILITY & LIMITATIONS

19.1 Liability

Except for any specific liability which may be identified in the Contract and which may be

payable hereunder, Associate shall not be liable for any special, incidental, indirect, or

consequential Damages or any loss of business Contracts, revenues or other financial loss (or

equivalents thereof no matter how claimed, computed or characterized) arising out of or in

connection with the Performance of the Work or supply of Goods unless caused by

Associate’s negligence, willful misconduct or breach of contract.

If the Associate is a joint venture or consortium, all concerned parties shall be jointly and

severally bound to the TPWODL for the fulfillment of the provisions of the Contract. The

consortium or the joint venture shall designate one party as their leader, who will be the

coordinator between the parties and TPWODL. The constituents & leader of the consortium or

joint venture shall not be changed without the prior consent of TPWODL.

TPWODL shall have no liability or any special, incidental, indirect or consequential Damages

for any loss of Business Contracts, revenues or other financial loss arising out of this Contract.

19.2 Limitation of Liability

The total liability of Associate against any contract shall be limited to the Total All Inclusive

Contract Value.



20.0 FORCE MAJEURE

Force Majeure applies if the performance by either Party ("the Affected Party") of its obligations

under Contract is materially and adversely affected.

“Force Majeure” shall mean any event or circumstance or combination of events or

circumstances referred below and their consequences that wholly or partly prevents or

unavoidably delays any Party in the performance of its obligations under this Agreement, but

only and to the extent that such events and circumstances are not within the reasonable

control, directly or indirectly, of the Affected Party and could not have been avoided even if the

Affected Party had taken reasonable care:

Act of war (whether declared or undeclared), invasion, armed conflict or act of foreign

enemy, embargo, blockade, revolution, riot, bombs, religious strife or civil commotion, etc.

Politically motivated sabotage, or terrorism, etc.

Action or Act of Government or Governmental agency for which remedy is beyond the

control of the affected parties. Any act of God.

Note: Causes like power breakdown/ shortages/fire/strikes, accidents etc do not fall under

Force Majeure.

Time being the essence of the Contract, if either party is prevented from the performance of its

obligations in whole or in part due to an event of Force Majeure, then provided Notice of

happening of any event by the Affected Party is given to the other party within seven (7) days

from the date of occurrence of such event, which DIRECTLY has impact on works and

submitted details and quantum of resulting effect, but at the same time had made all possible

efforts to mitigate and overcome effects thereof, the Affected Party’s performance under this

Contract shall be suspended until such event ceases and the Scheduled Completion shall be

delayed accordingly.

If Force Majeure event(s) continue for a period of more than three months, the parties shall hold

consultation to discuss the further course of action.

Neither party shall be considered to be in default or in breach of its obligation under the

Contract to the extent that performance of such obligation by either party is prevented by any

circumstances of Force Majeure which arise after effective date of Contract.

Neither party can claim any compensation from the other party on account of Force Majeure.

21.0 SUSPENSION OF CONTRACT

21.1 Suspension for Convenience

TPWODL may, at any time and at its sole option, suspend execution of all or any portions of the

schedule of items of contract to be supplied/work to executed by Associate under the contract

by providing to the Associate atleast two business days written notice for contracts having

contract completion period less than sixty days and atleast seven business days’ notice for all

other contracts.

Upon receipt of any such notice, the Associate shall respond as follows as applicable as per

contract construction.

Immediately discontinue further supply of material/goods specified in the suspension

notice for supply contracts



Immediately discontinue further service/work and supply of materials of those

services/materials/work specified in the suspension notice for service /composite contract

Promptly make every reasonable effort to obtain suspension, upon terms satisfactory to

TPWODL, of all orders, outsourcing arrangements, and rental Contracts to the extent

that they relate to performance of the portion of Work suspended by the notice.

Protect and maintain the portion of the service/Work already completed, including the

portion of the Work suspended hereunder, unless otherwise specifically stated in the

notice.

Continue delivering/carrying out the supply/service/work items as per contract conditions,

which do not fall under purview of the suspension notice.

On receipt of resumption notice from TPWODL, the Associate shall resume execution of

contract as specified in the resumption notice, within the time frame specified in the resumption

notice.

21.2 Suspension for Breach of Contract conditions.

TPWODL shall suspend execution of whole/or part thereof the contract till such time Associate

complies with the conditions stipulated under section clause 22.1 for breach/default of contract

conditions.

21.3 Compensation in lieu of Suspension

If the suspension of the contract in whole or in part is for convenience of TPWODL and not due

to any breach of contract conditions by the associate, TPWODL at its discretion shall consider

compensating all reasonable additional costs incurred by Associate in lieu of suspension of

whole or part of contract, on representation of the Associate providing justified estimates of

such additional costs and such estimates are found acceptable and approved by competent

authority of TPWODL.

If the suspension of contract in whole or part thereof is due to breach of contract conditions

(refer clause 22.1) by the Associate, Associate shall not be entitled for any compensation for

any cost incurred in lieu of suspension of whole or part of contract and also shall be liable for

compensating all the losses arising to TPWODL in lieu of suspension of contract. Resumption

notice shall be subject to the Associate taking corrective action for the breach of contract

conditions within the time frame and as per the terms specified in the suspension notice.

22 TERMINATION OF CONTRACT

22.1 Termination for Default/Breach of Contract

The contract / PO /RC shall be subject to termination by TPWODL in case of breach of the

contract by the Associate which shall include but not be limited to the following:

a. Withdrawal or intimation by the Associate of its intent to withdraw or surrender the

execution / completion of the contracted work /PO or failure in ensuring adherence to any

delivery schedules, in deviation of the contract/PO.

b. Refusal or neglect on the part of the Associate to supply material/equipment of quantity

or quality as specified by TPWODL and within the timeframe as specified in the contract

document or refusal or neglect to execute the services/work in terms of the agreed

standards of quantity or quality and/or within the timeframe specified in the contract/PO.



c. Failure in any respect to perform any portion of the Work contracted with promptness,

diligence, or in accordance with the terms of the contract.

d. Failure to furnish guarantees as specified and /or failure to comply with the terms thereof.

e. Failure to furnish such relevant documents or information within the time specified which

may be necessary for due execution / completion of the works and documentation.

f. Liquidation, bankruptcy either voluntary or involuntary OR entering into any composition

or compromise with its creditors, or Insolvency.

g. In case any reasonable information has been received by TPWODL that Associate has

adopted/ or attempted to adopt any unethical conduct, action in award of the contract

/PO or at any time thereafter.

h. Failure to comply with applicable statutory provisions as contained in the contract or

failure to comply with the applicable laws.

i. Failure to comply with safety regulations/clauses stipulated in the contract or as may be

generally instructed by TPWODL.

If the default or breach as specified under clause 22 (except sub clause g thereof) be

committed by the associate for the first time, TPWODL shall issue, along the with notice of

default or breach, a warning notice instructing the associate to take remedial/corrective action

within the time frame stipulated in the warning notice and not to repeat the same in future. The

timeframe for corrective action by the associate shall be specific to the nature of breach of

contract and the same shall not be objected to by the Associate. If the Associate fails to comply

with the instructions in the warning notice or in taking corrective action to the satisfaction of

TPWODL then TPWODL may terminate the entire or part of contract at its discretion by issuing

termination notice without incurring any liability on this ground.

In case the contract is terminated for any breach of the nature specified in clause 22 g stated

above, TPWODL shall have the right to terminate all the contracts TPWODL is having with the

Associate by issuing termination notice which shall be without prejudice to the other rights of

TPWODL available to it under law.

Without prejudice to its right to terminate for breach of contract, TPWODL may, without

assigning any reason, terminate the Contract in whole or in part at any time at its discretion

while the contract is in force by serving a written notice of two weeks to the Associate.

In the event of TPWODL having proceeded with termination of the contract the associate shall

comply and proceed further in the following manner:

a) Associate shall discontinue the supply, on the expiry of the said period of two weeks.

b) Associate shall ensure that no further steps are being taken towards discharge of the

obligations, terms and conditions as contained in the contract/PO. This shall include

initiation of actions not limited to discontinuation of other allied and associated

arrangements which the associate might have entered into with third parties for due

discharge of its obligations under the contract with TPWODL.

c) The Associate shall perform thereafter such tasks as may be necessary to preserve and

protect the terminated portion of the material/service/work in progress and the materials

and equipment at TPWODL sites or in transit thereto. However the associate shall

continue to fulfill its contractual obligations with regard to the part of contract not

terminated.



d) It shall be open for TPWODL to conduct a joint assessment with the associate of the

material, supplies, equipment ,works or in general as to the subject matter of the contract

in regard to which the associate claims having completed its obligations before or during

such termination.

e) It shall be open to TPWODL to seek invocation of the performance bank guarantee or

any other guarantee or other security deposit by whatever name called submitted by the

associate, which shall not be objected to or protested against by the associate.

In case of termination of the contract the parties agree to be governed inter alia by the

following:

a) In case TPWODL exercises its right of termination as stated above the associate shall

not dispute or object to the same.

b) The Associate shall be entitled to receive and claim only such payments OR sums of

money from TPWODL as may be found payable to it in regard to works executed by it

under the terms of the contract and no other claim of any nature whatsoever shall be

made by the Associate.

c) All such provisions which the parties have agreed to survive and prevail even after

termination of the contract shall remain effective despite the termination.

In the event of such termination, TPWODL may finish the Work by whatever method it may

deem expedient, including the hiring of services and /or purchase of material equipment from

such third parties as TPWODL may deem fit or may itself provide any labor or materials and

perform any part of the Work. The associate undertakes to bear the incremental costs if any

paid by TPWODL in such a case attributable to failure on the part of the associate. The

Associate in such a case shall not be entitled to receive any further payments and any sums

found payable to it may be adjusted by TPWODL against the amount recoverable from him on

this ground. The same shall be without prejudice to other rights available to TPWODL under

law against the associate.

Upon the termination of any of the contract due to occurrence of any circumstances provided

in clauses stated above and constituting repeated breach or misconduct , TPWODL shall be

entitled to bar the associates its agents , affiliates from undertaking any negotiation / tendering,

bidding , participation activities concerning TPWODL for a period of two years from date of

such termination. The same shall be without prejudice to other rights available to TPWODL.

22.2 Termination for Convenience of Associate

Associate at its convenience may request for termination of contract, clearly assigning the

reason for such request. TPWODL has full right to accept, reject or partially accept such

request. However, associate shall continue its supply as per contract till final approval is given

to associates for such termination.

22.3 Termination for Convenience of TPWODL

TPWODL at its sole discretion may terminate the contract by giving 30 days prior notice in

writing or through email to the Associate. TPWODL shall pay the Associate for all the supplies/

services rendered till the actual date of contract termination against submission of invoice by

the Associate to that effect.



23.0 DISPUTE RESOLUTION & ARBITRATION

In case of any dispute or difference the parties shall endeavor to resolve the same through

conciliatory and amicable measures within 15 Days failing which the matter may be referred by

either party for resolution by the sole arbitrator to be appointed mutually by both the parties.

The arbitral proceedings shall be conducted in accordance with Arbitration and Conciliation Act

1996 and the place of arbitration shall be Sambalpur. The language to be used at proceedings

shall be English and the award of the arbitrator shall be final and binding on the parties. The

parties shall bear their respective costs of arbitration. The associate shall continue to discharge

its obligations towards due performance of the works as per the terms of the contract during the

arbitration proceedings unless otherwise directed in writing by TPWODL or suspended by the

arbitrator. Further, TPWODL shall continue making such payments as may be found due and

payable to the associate for such works.

23.1 Governing Laws and Jurisdiction

The parties shall be subject to the jurisdiction of the courts of law in Sambalpur and any matter

arising here from shall be subject to applicable law in force in India.

24.0 ATTRIBUTES OF GCC

24.1 Cancellation

The Company reserves the right to cancel, add, delete at its sole discretion, all or any terms of

this GCC or any contract, order or terms agreed between the parties in pursuance without

assigning any reasons and without any compensation to the Associates.

24.2 Severability

If any portion of this GCC is held to be void, invalid, or otherwise unenforceable, in whole or

part, the remaining portions of this GCC shall remain in effect.

24.3 Order of Priority

In case of any discrepancies between the stipulations in General Conditions of the Contract

(GCC) and Special Conditions of Contract (SCC), the GCC shall stand superseded by the SCC

to the extent stipulated hereinabove while balance portion of respective clauses of GCC shall

continue to be applicable.

25.0 ERRORS AND OMISSIONS

The Associate shall be responsible for all discrepancies, errors and omissions in the drawings,

documents or other information submitted by him, irrespective of whether these have been

approved, reviewed or otherwise accepted by the TPWODL or not. However any error in

design/drawing arising out of any incorrect data/written information from TPWODL will not be

considered as error and omissions on part of the Associate.

26.0 TRANSFER OF TITLES

The title of ownership and property to all equipment, materials, drawings & documents shall

pass to the TPWODL on acceptance of material by store/site after Inspection.

However, such passing of title of ownership and property to the TPWODL shall not in any way

absolve, dilute or diminish the responsibility and obligations of the Associate under this

Contract including loss or damages and all risks, which shall vest with the Associate.



27.0 INSURANCE

The Contractor shall take out the Insurance Policies which shall cover all risks including the

following, as applicable:-

a) The value of the policy shall cover the total value of all the items till they are handed

over to TPWODL.

b) TPWODL shall be the principal holder of the policy. The Associate shall be the loss

payee under the policy. Associate / Sub-contractor of the Associate shall not be holders

or beneficiaries in the policy nor shall they be named in the policy. TPWODL reserves

the exclusive right to assign the policy.

c) While the payment of premium may be phased in agreement with the insurance

company, at no time shall goods and services required to be provided by the associate

shall remain uninsured in accordance with (a) above.

d) A copy of the Insurance policy shall be made available to TPWODL prior to first dispatch

lot of any Equipment and policy shall be kept alive and valid at all times up to the stage

of final acceptance.

e) TPWODL reserves the right to take out whatever policy that is deemed necessary by

him if the associate fails to keep the said policy alive and valid at all times and/or causes

lapses in payment of premium thereby jeopardizing the said policy. The cost of such

policy(s) shall be recovered / deducted from the amount payable to the associate.

f) The policy shall ensure that the TPWODL's decision regarding replacement of goods

damaged, lost or rendered unusable shall be final.

In all cases, the associate shall lodge the claims with the underwriters and also settle the claims

and shall also notify TPWODL of any filed claims. However, the associate shall proceed with

the repairs and/or replacement of the equipment/components without waiting for the settlement

of the claims. In case of seizure of materials by concerned authorities, the associate shall

arrange prompt release against bond, security or cash as required. TPWODL, upon request by

the associate, will extend all reasonable assistance to the associate in such a case.

All the insurance claims shall be processed and settled by the associate and the

missing/damaged items shall be replaced/repaired by them without any extra cost to TPWODL

and without affecting the completion time.

28.0 SUGGESTIONS & FEEDBACK

We welcome all our Business Associates to write to us about their experience with TPWODL;

be it our Company, our services or our people. Each and every concern, issue, query and

suggestion from you will help us to become a better company to work with and shall help us

develop a strong bonding of trust and a long term relationship with you.

You may send your feedback by filling up our Business Associate Feedback Form enclosed

herewith as Annexure-I. You can also log on to our website www.tpwesternodisha.com to

provide your feedback.

• Suggestions for us

• Feedback form

• Knowledge Sharing/ Experience with TPWODL



• Any issues with TPWODL.

Submission of feedback form is mandatory before the release of final payment to the BA.

29.0 CONTACT POINTS

In case Business Associate needs information with respect to payments or has any grievances,

same may be lodged by log on to our website : tpwesterodisha.com

30.0 LIST OF ANNEXURES

S. No. Subject Annexure

1. Performa for Bid Security Bank Guarantee A

2. Performa for Performance Bank Guarantee (CP cum EP) B

3. Performa for No Demand Certificate by Associate C

4. Performa For Application For Issuance of Consolidated TDS

Certificate D

5. Business Associate Feedback Form E

6. Acceptance Form For Participation In Reverse Auction Event F

7. Form for RTGS Payment G

8. Vendor Appraisal Form H

9. Manufacturer Authorization Form I



ANNEXURE-A

PROFORMA FOR BID SECURITY BANK GUARANTEE

TP Western Odisha Distribution Ltd

Burla

WHEREAS, (Name of the Bidder) ___________________________________________

(hereinafter called “the BIDDER”) has submitted his bid dated______________ for the

(Name of Contract) __________________________________ (hereinafter called “the BID”).

KNOW ALL men by these presents we (Name of the

Bank) _______________________________ of (Name of the

Country) ______________________________________ having our registered

office at_______________________(hereinafter called “the BANK) are bound unto The

TP Western Odisha Distribution Ltd (TPWODL) in the sum of ______________________ for

which payment well and truly to be made to the TPWODL the Bank binds himself, his

successors and assigns by these presents.

SEALED with the Common Seal of the said Bank this _______ day of _________ 20_____.

The CONDITIONS of this obligation are:

i) If the Bidder withdraws his Bid during the period of bid validity specified in the Proforma

of Bid or

ii) If the Bidder having been notified of the acceptance of his Bid by the TPWODL during the

period of bid validity fails or refuses to furnish the Contract Performance Bank

Guarantee, in accordance with the Instructions to Bidders.

We undertake to pay the TPWODL upto the above amount upon receipt of its first written

demand, provided that in its demand the TPWODL will note that amount claimed by it is due

to it owing to the occurrence of one or both conditions, specifying the occurred condition or

conditions.

This Guarantee will remain in force upto and including the date (No of days as mentioned in

tender enquiry) days after the closing date of submission of bids as stated in the Invitation to

Bid or as extended by you at any time prior to this date, notice of which extension to the

Bank being hereby waived, and any demand in respect thereof should reach the Bank not

later than the above date.

DATE …………… SIGNATURE OF THE BANK ……………..

WITNESS …………… SEAL ……………..

(Signature, Name & Address)

( At least 2 witnesses)



ANNEXURE- B

PROFORMA FOR PERFORMANCE BANK GUARANTEE (CP cum EP)

(On Rs.100/- Stamp Paper) Note:

a) Format shall be followed in toto

b) Claim period of one month must be kept up

c) The guarantee to be accompanied by the covering letter from the bank confirming the

signature to the guarantee

---------------------------------------------------------------------------------------------------------------------------

TP Western Odisha Distribution Ltd

Burla

CP cum EP BG No.…………………………….

Order/Contract No…………………dated……………

1. You have entered into a Contract No __________ with M/s.__________________

(hereinafter referred to as “the Vendor”) for the supply cum erection / civil work of ___________________________________ (hereinafter referred to as" the said Equipment”) for the price and on the terms and conditions contained in the said contract.

2. In accordance with the terms of the said contract, “the Vendor” agreed to furnish you with

an irrevocable, unconditional and acceptable bank guarantee for 10% of the value of

contract and to be valid till the end of Guarantee period plus one month towards “Contract

cum Equipment performance”. For this purpose you have agreed to accept the guarantee.

3. In consideration thereof, we, ______________________________________________

hereby irrevocably and unconditionally guarantee to pay to you on demand but in any case

before the end of five working days from the date of the claim and without demur and

without reference to “the Vendor” such amount or amounts not exceeding the sum of

Rs.___________ (Rupees _______________________________ only) being _______%

(_______ percent) of the total value of the contract on receipt of your intimating that “the

Vendor” has not fulfilled his contractual obligations. You shall be the sole judge for such

non-fulfillment and “the Vendor” shall have no right to question such judgment.

4. You shall have the right to file / make your claim on us under the guarantee for a further

period of one month from the date of expiry.

5. This guarantee shall not be revoked without express consent and shall not be affected by

your granting time or any other indulgence to “the Vendor”, which shall include but not be

limited to, postponement from time to time of the exercise the same in you or any right

which you may have against “the Vendor” and to exercise the same in any covenant

contained or implied in the said contract or any other course or remedy or security

available to you, and our Bank shall not be released from its obligations under this

guarantee by



your exercising any of your rights with reference to matters aforesaid or any of them or by

reasons of any other act or forbearance or other acts of omission or commission on your part or

any other indulgence shown by you or by any other matter or thing whatsoever which under the

law would, but for this provision have the effect of relieving our bank from its obligation under this

guarantee.

6. We also agree that you shall be entitled at your option to enforce this guarantee against

our bank as a principal debtor, in the first instance, notwithstanding any other security or

guarantee that you may have in relation to “the Vendor’s” liabilities in respect of the

premises

7. This guarantee shall not be affected by any change in the constitution of our Bank or “the

Vendor” or for any other reason whatsoever.

8. Any claim / extension under the guarantee can be lodge-able at outstation banks or at

Sambalpur branch and claim will also be payable at Sambalpur Branch (to be confirmed

by Sambalpur Branch by a letter to that effect in case BG is from the branch outside

Sambalpur).

9. Notwithstanding anything herein contained, our liability under this guarantee is limited to

Rs.___________________ (Rupees________________________________________

only and the guarantee will remain in force upto and including _________(Date) and

shall be extended from time to time for such period or period as may be desired by “the

Vendor”.

10. Unless a demand or claim under this guarantee is received by us in writing within one

months from____________ (expiry date) i.e. on or before _____________ (claim period

end date), we shall be discharged from all liabilities under this guarantee thereafter.

Dated at___________________ this_______________ day of ___________ 20__

Bank’s rubber stamp

1. Banks full address

Designation of Signatory

2. Bank official number



ANNEXURE-C

PROFORMA FOR “NO DEMAND CERTIFICATE” BY ASSOCIATE

(On Company’s Letter head or with Company Seal)

(To be submitted by the Associate to TPWODL Accounts Department at the time of receipt of full and final payment)

(Certificate No. CCP/002)

Name of the Project Order/

Contract No.

Dated

Name of the Associate Scheme

No. / Job No.

We, M/s.____________________________________________ (Associate) do hereby

acknowledge and confirm that we have received the full and final payment due and payable

to us from TPWODL, in respect of our aforesaid Order No _____________

dated___________ including amendments, if any, issued by TPWODL to our entire

satisfaction and we further confirm that we have no claim whatsoever pending with

TPWODL under the said contract / W.O.

Notwithstanding any protest recorded by us in any correspondence, documents,

measurement books and / or final bills etc., we waive all our rights to lodge any claim or

protest in future under this contract.

We are issuing this “NO DEMAND CERTIFICATE” in favour of TPWODL, with full

knowledge and with our free consent without any undue influence, misrepresentation,

coercion etc.

Place Name

(Company Seal)



ANNEXURE-D

PROFORMA FOR APPLICATION FOR ISSUANCE OF CONSOLIDATED TDS CERTIFICATE

To be printed on the letterhead

To,

The TP Western Odisha Distribution Ltd,

Burla

Sub: Application for issuance of Consolidated TDS Certificate for the FY _________

Dear Sir,

I / we hereby request / authorize you to issue me / us a consolidate TDS Certificate for the

financial year _______ against tax deducted at source by you from my / our payments / bills

during the said year from time to time under Chapter XVII – B of the Income Tax Act, 1961.

For and on behalf of

Signature

Name

Address

Contact No. (Land Line)

(Mobile)

PAN #

Assessing authority

ATTACH THE COPY OF PAN CARD



ANNEXURE-E

BUSINESS ASSOCIATE FEEDBACK FORM

With an objective to improve our internal processes and systems, and serve you better, we

solicit your valuable feedback & suggestions. It is estimated that it will take about 10 minutes

to complete this survey. We assure you that your feedback shall be kept confidential.

Please send the duly filled feedback form in the "TPWODL addressed - attached envelop"

You are associated with us as

OEMs Service Contractor Material Suppliers Material & Manpower Supplier

You are associated with us for

Less than 1 year More than 1 year but less than 3 years More than 3 years

Your office is located at

Sambalpur Within 200 kms from Sambalpur

Your nearly turnover with TPWODL

More than 200 kms from

Sambalpur

Less than 25 Lacs 25 Lacs to 1 Crore More than 1 Cr.

Additional Information

Your Name

Your Designation

Your Organization

Contact Nos.

Email

We once again thank you for your participation in this survey. Please spare 10 minutes to

give your feedback on following pages (Section A to E)



SECTION – A

(Please √ mark in the relevant box and give your remarks / suggestions / information for our

improvement).

S. No.

Parameters

1 2 3 4 5

Remarks/ Suggestion

Do

No

t A

gre

e

Slig

htl

y in

A

gre

em

en

t

In F

air

A

gre

em

en

t

Mo

stl

y in

A

gre

em

en

t

Fu

lly A

gre

e

1 You receive all relevant queries / tenders from us in timely manner.

2 We provide you enough lead time to respond to our queries / tenders.

3

We provide you adequate support (drawings, documents, clarifications, briefing etc.) to enable you meet our requirements.

4 All following elements of our contract / purchase order are rational :

4.1 Scope of Work

4.2 Delivery / Execution Schedule

4.3 Payment Terms

4.4 Liquidated Damages

4.5 Performance Guarantee

5 Our purchase orders / contracts are simple, specific & easy to understand

6 TPWODL demonstrate willingness to be flexible in administration of Contract / Purchase Order

7 We provide timely responses / clarifications to your queries

8

TPWODL representative you interact / coordinate with is adequately empowered to support you in meeting contractual obligations

9

TPWODL provide you all necessary infrastructure support for timely and quality completion of work (including AMC)

10 TPWODL Engineer-in-Charge timely certifies the jobs executed/ material supplied

11 TPWODL Engineer-in-Charge efficiently supervises the job execution for timely completion of job

12 BIRD (Bill Inward Receipt Desk) initiative has improved payment disbursement process



S. No.

Parameters

1 2 3 4 5

Remarks/ Suggestion

Do

No

t A

gre

e

Slig

htl

y in

A

gre

em

en

t

In F

air

A

gre

em

en

t

Mo

stl

y in

A

gre

em

en

t

Fu

lly A

gre

e

13 Our approach for Inspection and Quality Assurance effective to expedite project completion?

14 TPWODL never defaults on contractual terms

15 In TPWODL Contracts closure is done within set time limit

16 Our material receiving procedures are well defined and efficiently deployed to reduce mutual inconvenience

17 Bank Guarantees are released in time bound manner

18 Our processes related to payment / account settlement are effective.

19 You get payments on time

20 TPWODL Employees follow Ethical behaviour



SECTION – B

SECTION – B (Please rate the following parameters on a scale of 1 to 5, where 1 - Minimum; 5 -

Maximum)

S. No. Parameters 1 2 3 4 5 Remarks/

Suggestion

1 How do you rate courtesy/ empathy/ attitude level and warmth of TPWODL employees you interact with from following team?

1.1 Project Engineering

1.2 District / Zones

1.3 Projects/HOG (TS &P)

1.4 Inspection & Quality Assurance

1.5 Stores

1.6 Metering & Billing

1.7 Accounts / Finance

1.8 Administration

1.9 IT & Automation

2

How would you rate TPWODL in comparison to your other clients in terms of fairness of treatment and transparency with its Business Associates?

3

How would you rate TPWODL in comparison to your other clients in terms of processes and systems to manage partnership with its Business Associates

4

How would you rate TPWODL in comparison to your other clients in terms of building long term & mutually relationship with its Business Associates

SECTION – C

Please √ mark in the relevant box and give your remarks / suggestions / information for our

improvement.

S.

No. Parameters

Certainly

No Probably

No Certainly

Yes Probably

Yes Remarks/

Suggestion

1

Based on your

experience with

TPWODL, would you

like to continue your

relationship with

TPWODL?

2

If someone asks you about TPWODL, would you talk “positively” about



TPWODL?

3

Would you refer

TPWODL name to

others in your

community, fraternity

and society as a

professional &

dynamic organization?

SECTION - D

If we ask you to rate us on a scale of 1 to 10, how will you rate TPWODL, that truly represents your overall satisfaction with us (please tick appropriate box) -

1

2

3

4

5 6 7 8 9

10

SECTION – E

Please √ mark in the relevant box and give your remarks / suggestions / information for our improvement.

Please spare your thoughts for TPWODL’s improvement in particular areas of weaknesses, particularly relating to some great practices, attitudes that you have seen elsewhere in Indian and International Organizations, which you recommend TPWODL to adopt. Please give your valuable salient recommendations.

Please spare your thoughts for TPWODL’s improvement in particular areas of major concerns for you. We also welcome your suggestions to adopt any best practices, altitudes that you

Recommendation Please tick (√) your top 5 expectations out of the following 10 points listed below -

(Please list down improvement you

expect from TPWODL)

Timely payment

1 Flexibility in Contracts/PO

Clarity in PO,s & Contracts

2 Timely response to quarries

Timely certification of works executed

3 Clarity in Specs, drawings, other docs etc.

Adequate information provided on website for tender notification, parties qualified etc.

4 Timely receipt of material at site for execution



Performance Guarantee/EMD released in time

5 Inspection & quality assurance support for timely job completion

We thank you for your time and courtesy!!

ANNEXURE-F

ACCEPTANCE FORM FOR PARTICIPATION IN REVERSE AUCTION EVENT

(To be signed and stamped by the bidder prior to participation in the auction event)

In a bid to make our entire procurement process more fair and transparent, TPWODL intends

to use the reverse auctions through SAP-SRM tool as an integral part of the entire tendering

process. All the bidders who are found as technically qualified based on the tender

requirements shall be eligible to participate in the reverse auction event.

The following terms and conditions are deemed as accepted by the bidder on

participation in the bid event:

1. TPWODL shall provide the user id and password to the authorized representative of the bidder. (Authorization Letter in lieu of the same shall be submitted along with the signed and stamped Acceptance Form).

2. TPWODL will make every effort to make the bid process transparent. However, the award decision by TPWODL would be final and binding on the supplier.

3. The bidder agrees to non-disclosure of trade information regarding the purchase, identity of TPWODL, bid process, bid technology, bid documentation and bid details.

4. The bidder is advised to understand the auto bid process to safeguard themselves against any possibility of non-participation in the auction event.

5. In case of bidding through Internet medium, bidders are further advised to ensure availability of the entire infrastructure as required at their end to participate in the auction event. Inability to bid due to telephone line glitch, internet response issues, software or hardware hangs, power failure or any other reason shall not be the responsibility of TPWODL.

6. In case of intranet medium, TPWODL shall provide the infrastructure to bidders. Further, TPWODL has sole discretion to extend or restart the auction event in case of any glitches in infrastructure observed which has restricted the bidders to submit the bids to ensure fair & transparent competitive bidding. In case an auction event is restarted, the best bid as already available in the system shall become the start price for the new auction.

7. In case the bidder fails to participate in the auction event due any reason whatsoever, it shall be presumed that the bidder has no further discounts to offer and the initial bid as submitted by the bidder as a part of the tender shall be considered as the bidder’s final no regret offer. Any offline price bids received from a bidder in lieu of non-participation in the auction event shall be out rightly rejected by TPWODL.

8. The bidder shall be prepared with competitive price quotes on the day of the bidding event. 9. The prices as quoted by the bidder during the auction event shall be inclusive of all the

applicable taxes, duties and levies and shall be FOR at TPWODL site. 10. The prices submitted by a bidder during the auction event shall be binding on the bidder. 11. No requests for time extension of the auction event shall be considered by TPWODL. 12. The original price bids of the bidders shall be reduced on pro-rata basis against each line

item based on the final all inclusive prices offered during conclusion of the auction event for arriving at Contract amount.

Signature & Seal of the Bidder



ANNEXURE-G

To,

DGM (Finance) The TP Western Odisha Distribution Ltd Burla Sub: e-Payments through National Electronic Fund Transfer (NEFT) OR Real Time

Gross Settlement System (RTGS)

Dear Sir,

We request and authorize you to affect e-payment through NEFT/RTGS to our Bank Account as per the details given below:-

Vendor Code :

Title of Account in the Bank :

Account Type :

(Please mention here whether account is

Savings/Current/Cash Credit)

Bank Account Number :

Name & Address of Bank :

Bank Contact Person’s Names :

Bank Tele Numbers with STD Code :

Bank Branch MICR Code :

(Please enclose a Xerox a copy of a cheque.

This cheque should not be a payable at par

cheque)

Bank Branch IFSC Code :

(You can obtain this from branch where you

have your account)

Email Address of accounts person:

(to send payment information)

:



Name of the Authorized Signatory: :

Contact Person’s Name:

Official Correspondence Address:

We confirm that we will bear the charges, if any, levied by our bank for the credit of

NEFT/RTGS amounts in our account. Any change in above furnished information shall be

informed to TPWODL well in time at our own. Further, we kept TPWODL indemnified for any

loss incurred due to wrong furnishing of above information.

Thanking you,

For ____________________

(Authorised Signatory)

(Signature with Rubber Stamp)

Certification from Bank:

We confirm that we are enabled for receiving NEFT/RTGS credits and we further confirm that the account number (specify Bank a/c no.) of (Please mention here name of the account holder), the signature of the authorised signatory and the MICR and IFSC Code of our branch mentioned above are correct.

This also is certified that the above information is correct as per Bank record

(Manager’s/ Officers Signature under Bank Stamp)



ANNEXURE-H

VENDOR APPRAISAL FORM

TO BE SUBMITTED BY VENDOR (To be filled as applicable)

VENDOR:

1.0 DETAILS OF THE FIRM

1.1 NAME (IN CAPITAL LETTERS) :

1.2 TYPE OF CONCERN (PROPRIETARY) Partnership, Pvt. Ltd., Public Ltd. etc.

:

1.3 YEAR OF ESTABLISHMENT :

1.4

LOCATION OF OFFICE POSTAL ADDRESS TELEGRAPHIC ADDRESSES, TELEX NO. FAX NO.

:

1.5 LOCATION OF MANUFACTURING UNITS :

i) UNITS 1 :

ii) OTHER UNITS :

2.0 PRODUCTS MANUFACTURED :

3.0 TURNOVER DURING THE LAST 3 YEARS (TO BE VERIFIED WITH THE LATEST PROFIT & LOSS STATEMENT).

:

4.0 VALUE OF FIXED ASSETS :

5.0 NAME & ADDRESS OF THE BANKERS :

6.0 BANK GUARANTEE LIMIT :

7.0 CREDIT LIMIT :

8.0 TECHNICAL

8.1 NO. OF DESIGN ENGINEERS (INDICATE NO. OF YEARS EXPERIENCE IN RELATED FIELDS)

:

8.2 NO. OF DRAUGHTS MEN :

8.3 COLLABORATION DETAILS (IF ANY) :

8.3.1 DATE OF COLLABORATION :

8.3.2 NAME OF COLLABORATOR :

8.3.3 RBI APPROVAL DETAILS :

8.3.4 EXPERIENCE LIST OF COLLABORATOR :

8.3.5 DURATION OF AGREEMENT :

8.4 AVAILABILITY OF STANDARDS / DESIGN PROCEDURES / COLLABORATOR’S /

:



DOCUMENTS (CHECK WHETHER THESE ARE LATEST/CURRENT

8.5

TECHNICAL SUPPORT, BACK-UP GUARANTEE, SUPERVISION, QUALITY CONTROL BY COLLABORATOR (WHEREVER ESSENTIAL). (THIS CLAUSE IS RELEVANT WHEN VENDOR’S EXPERIENCE IS INADEQUATE)

:

8.6 QUALITY OF DRAWINGS :

9.0 MANUFACTURE

9.1 SHOP SPACE, LAYOUT LIGHTING, VENTILATION, ETC.

:

9.2 POWER (KVA) :

MAINS INSTALLED :

UTILIZED :

STANDBY POWER SOURCE :

9.3 MANUFACTURING FACILITIES (ATTACH LIST OF EQUIPMENT AS APPLICABLE)

:

9.3.1 MATERIAL HANDLING :

9.3.2 MACHINING :

9.3.3 FABRICATION :

9.3.4 HEAT TREATMENT :

9.3.5 BALANCING FACILITY :

9.3.6 SURFACE TREATMENT PRIOR TO PAINTING/ COATING, POLISHING, PICKLING, PASSIVATION, PAINTING, ETC.

:

9.4 SUPERVISORY STAFF :

9.5 ADEQUACY OF SKILLED LABOURS (MACHINISTS, WELDERS, ETC.)

:

9.6 NO. OF SHIFTS :

9.7 TYPE OF MATERIAL HANDLED (SUCH AS CS, SS, ETC.)

9.8 WORKMANSHIP :

9.9 MATERIAL IN STOCK AND VALUE :

9.10 TRANSPORT FACILITIES :

9.11 CARE IN HANDLING :

10.0 INSPECTION / QC / QA / TESTING

10.1 NUMBER OF PERSONNEL (INDICATE NO. OF YEARS OF EXPERIENCE)

:

10.2 INDEPENDENCE FROM PRODUCTION :



10.3 AVAILABILITY OF PROCEDURAL WRITE UP/QUALITY PLAN

:

10.4 INCOMING MATERIAL CONTROL AND DOCUMENTATION

:

10.5 RELIABILITY/REPUTATION OF SUPPLY SOURCES

:

10.6 STAGE INSPECTION AND DOCUMENTATION :

10.7 SUB-ASSEMBLY & DOCUMENTATION :

10.8 FINAL INSPECTION AND DOCUMENTATION :

10.9 PREPARATION OF FINAL DOCUMENTATION PACKAGE

:

10.10 TYPE TEST FACILITIES :

10.11 ACCEPTANCE TEST FACILITIES :

10.12 CALIBRATION OF INSTRUMENTS AND GAUGES (WITH TRACEABILITY TO NATIONAL STANDARDS) (ATTACH LIST)

:

10.13 STATUTORY APPROVALS LIKE BIS, IBR, ETC.(AS APPLICABLE)

:

10.14 SUB-VENDOR APPROVAL SYSTEM AND QUALITY CONTROL

:

10.15 DETAILS OF TESTS CARRIED OUT AT INDEPENDENT RECOGNIZED LABORATORIES

:

i) FURNISH LIST OF TESTS CARRIED OUT

AND THE NAME OF THE LABORATORY WHERE THE TESTS WERE CONDUCTED

:

ii) CHECK AVAILABILITY OF CERTIFICATES

AND REVIEW THESE WHEREVER POSSIBLE

:

11.0 EXPERIENCE (INCLUDING CONSTRUCTION / ERECTION / COMMISSIONING) TO BE FURNISHED IN THE FORMAT INDICATED IN APPENDIX)

:

12.0 SALES, SERVICE AND SITE ORGANIZATIONAL DETAILS :

13.0 CERTIFICATE FROM CUSTOMERS (ATTACH COPIES OF DOCUMENTS)

:

14.0 POWER SITUATION :

15.0 LABOUR SITUATION :

16.0 * APPLICABILITY OF SC/ST RELAXATION (Y/N) IF YES, SUPPORTING DOCUMENTS TO BE ATTACHED

17.0

ORGANIZATIONAL DETAILS 1. PF NO 2. ESI NO 3. INSURANCE FOR WORK MAN COMPENSATION ACT

NO 4. ELECTRICAL CONTRACT LIC NO 5. ITCC / PAN NO 6. SALES TAX NO 7. WC TAX REG. NO

:

18.0 DOCUMENTS TO BE ENCLOSED:



1. FACTORY LICENSE 2. ANNUAL REPORT FOR LAST THREE YEARS 3. TYPE TEST REPORT FOR THE ITEM 4. PAST EXPERIENCE REPORTS 5. ISO CERTIFICATE –QMS, EMS, OHAS, SA 6. REGISTRATION OF SALES TAX 7. COPY OF TIN NO. 8. COPY OF SERVICE TAX NO. 9. REGISTRATION OF CENTRAL EXCISE 10. COPY OF INCOME TAX CLEARANCE. 11. COPY OF PF REGISTRATION 12. COPY OF ESI REGISTRATION 13. COPY OF INSURANCE FOR WORK MAN

COMPENSATION ACT NO 14. COPY OF ELECTRICAL CONTRACT LIC NO 15. COPY OF PAN NO 16. COPY OF WC TAX REGISTRATION 17. DOCUMENTS IN SUPPORT OF SC/ST RELAXATION

AT S.NO.16.0 18. GSTN CERTIFICATE

* Classification of BA s under SC/ST shall be governed under following guidelines:

Proprietorship/ Single Ownership Firm: Proprietor of the firm should be from SC/ST community. Governing document shall be Proprietorship Deed.

Partnership Firm: Only such firms shall qualify which have SC/ST partners holding equal to or more than 50% of the total ownership pattern of the firm. Governing document shall be Partnership Deed.

Private Limited Company: Only such firms shall qualify which have SC/ST directors holding equal to or more than 50% of the total ownership pattern of the firm. Governing document shall be Memorandum of Understanding (MoU) and/or Article of Association (AoA).

NOTE: Certification from SC/ST Commission shall be required for deciding upon SC/ST

status of a person.



ANNEXURE-I

MANUFACTURER AUTHORIZATION FORM

(To be submitted on OEM’s Letter Head)

Date: …………….

Tender Enquiry No.: …………..

To,

Chief (Procurement & Stores)

The TP Western Odisha Distribution Ltd, Burla Sir,

WHEREAS M/s. [name of OEM], who are official manufacturers of ………… having factories at [address of OEM] do hereby authorize M/s [name of bidder] to submit a Bid in relation to the Invitation for Bids indicated above, the purpose of which is to provide the following Goods, manufactured by us

……………………………………………………………………………………………………and to subsequently negotiate and sign the Contract.

We hereby extend our full guarantee and warranty in accordance with the Special Conditions of Contract or as mentioned elsewhere in the Tender Document, with respect to the Goods offered by the above firm in reply to this Invitation for Bids.

We hereby confirm that in case, the channel partner fails to provide the necessary services as per the Tender Document referred above, M/s [name of OEM] shall provide standard warranty on the materials supplied against the contract. The warranty period and inclusion / exclusion of parts in the warranty shall remain same as defined in the contract issued to their channel partner against this tender enquiry.

Yours Sincerely,

For ……………..

Authorized Signatory



(A Tata Power & Odisha Govt. joint venture)


ANNEXURE – XI to Tender Document .

User Manual e-Bidding & Auction (Ariba)

CONFIDENTIAL 1

Supplier Manual anSwering

to

e-bidding

Version 1.2 Company Confidential DEC - 2020

CONFIDENTIAL 2

INDEX

1 ACCESSING ARIBA SOURCING ........................................................................................................................ 3

2 VENDOR SCREEN...................................................................................................................................................4

2.1.1 Review and Approve “Prerequisites” ..................................................................................................................5

2.1.2 Select Items or Lots ..............................................................................................................................................6

2.1.3 Entering Your Prebid ..........................................................................................................................................6

2.1.4.1 How to submit a price...........................................................................................................................................................9

3 COMMUNICATING WITH TATA POWER BUYER DURING E-BIDDING..............................................7

4 ARIBA TRAINING AND ARIBA SUPPORT ……...........................................................................................8

5 SUPPLIER FREQUENTLY ASKED QUESTION ...........................................................................................11

CONFIDENTIAL 3

1- Accessing Ariba Sourcing Step 1: You will get an invitation to your email from Ariba System. Keep this email, it contains your login Information and a direct link to Ariba. Step 2: Click “Click Here” to access the Ariba Web Site.

Step 3: Supplier has to click on "Continue"

Step 4: The registration process only takes a few moments, with a simple one-page registration Define your password and secret question. Click “OK”

CONFIDENTIAL 4

Step 5: If it’s the first time you are invited to use UPM Ariba, you’ll need to accept the “Participant Terms”. Select “I accept the terms of this agreement”. Click “Submit”.

2 Vendor Screen - Submitting Your Answers / Proposal

2.1.1 If vendor goes through mail invitation then directly Screen 3.1.1 will appear, but if If you have used Ariba before and have already accessed an event for the buyer-specific account with your current log in ID, click the Login button to continue. Log in with your Ariba username and password in order to participate in the event OR you have to follow the following steps. Step 1 - Log on supplier.ariba.com

Step 2 - Put your USER ID and Password in following screen

CONFIDENTIAL 5

Step 3 - Go to “Ariba Proposals & Questionnaire”.

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3 Communicating with Tata Power Buyer during e- bidding Step 1: Click “Compose Message”.

Step 2: Compose Your Message and click “Send”.

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ARIBA TRAINING VIDEOS Participating in a RFI or RFP on Ariba Network - https://www.youtube.com/watch?v=9_XXUaVyI7o

Support from Ariba - Supplier can raise the Ticket for “Support”

Here are the steps that Suppliers can follow for raising a ticket or requesting a call back from Support team. They can do so without logging in – pls follow the brief instructions given below.

1. Go to login page>Choose “Support” on the bottom right corner

2. Add query and press “Start” – After that, following screen will pop up where you can choose either Get Help by Email or Get Help by Phone.

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3. Choose phone and add following basic details and you will get call back

If not by phone, they can ask for a response/support by email.

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Supplier- Frequently aSked queStionS

If I registered on my buyer's Ariba Sourcing site in the past, do I need to register again?

Answer- Yes. Although you have registered on your buyer's Ariba Sourcing site in the past, registering on the Ariba Commerce Cloud is required. The registration process only takes a few moments, with a simple one-page registration. Registering on the Ariba Commerce Cloud gives you access to all your buyer relationships with one username and password.

What is the Ariba Commerce Cloud?

Answer: - The Ariba Commerce Cloud is your entry point to all of your seller solutions. Rather than managing log in information for multiple buyers' sites, you will have one log in and one account. This means fewer passwords to remember, easier user maintenance for your company, and a unified profile for your organization.

Do I need to add Product and Service Categories during registration?

Answer:-Yes; this is a required field. Product and Service Categories classify what your company sells, and the system uses this information to match potential business opportunities with your products and services. Click Add Product and Service Categories to select one or more categories from the list of options. During registration, you only need to choose one category, preferably related to the event you are joining. You can add, refine, or remove categories any time after the registration process.

Do I need to add ship-to or service locations during registration?

Answer: - Yes; this is a required field. Ship-to or Service locations inform buyers where your company sells its products or provides its services, and the system uses this information to match potential business opportunities with your products and services.

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Click Add Ship-to or Service Locations to select one or more sales territories from a list. You can add, refine, or remove ship-to or service locations any time after the registration process.

Additional Information: - D-U-N-S is a registered trademark of Dun & Bradstreet or its subsidiaries in the United States and other countries.

What is the difference between the Email and Username fields in my profile?

Answer: - The Email field represents the email address where you wish to receive email notifications. The Username field is the identifier that you use to access your account. The Username field must be in email format, but you do not have to use a valid email address. Note: Leave the This is my username box checked if you want your email address to be the same as your username.

How do I participate in my buyer's event using an email invitation?

Answer: - Use the Click here link in the email notification to access the sourcing event.

While buyers might customize the email content you receive, all email invitations contain a link to access the event.

Depending on your previous experience with Ariba solutions, do one of the following to access the event after you click the link:

If you are new user, click Continue on the welcome page. You continue to register an Ariba account to link with your buyer and participate in the event.

If you have used Ariba before and have already accessed an event for the buyer-specific account with your current log in ID, click the Login button to continue. Log in with your Ariba username and password in order to participate in the event.

If you already have an existing Ariba Network, Ariba Discovery, or Ariba Sourcing supplier account, but you have not accessed any events for the inviting buyer's site, use the Click here if you already have an Ariba Commerce Cloud, Ariba Discovery or Ariba Network account link. After clicking the link, log in with your existing account to move your information to your buyer's site.

Additional Information:- Registering an Ariba account provides you with a consolidated view of all your customer relationships. With this one profile, you can view business opportunities, participate in sourcing events, participate in contract negotiations, and manage orders, catalogs, and invoices.

Why doesn't the link in the email invitation to participate in a sourcing event work?

Answer:-If you cannot click the link, or the link does not open the log in page, highlight and copy the Uniform Resource Locator (URL), and then paste the URL into your web browser.

Can my company have multiple accounts?

Answer:-Your Company can have multiple Ariba accounts, depending on your business needs. For example, if your company has several locations around the world, you might want a separate account for each region.

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Most companies choose to have one account with multiple customer relationships, which provides a centralized location to maintain their company profile information and all of their customer relationships.

How do I complete registration if my username already exists?

Answer: - This message means that you already have an Ariba Network, Ariba Discovery, or Ariba Sourcing supplier account registered under username you entered. You can either register ua new account by creating a new username, or access one of the following sites to request a password reset for the registered username:

Ariba Network (This login page is used for all Ariba Network, Ariba Sourcing, or Ariba Contracts suppliers).

Ariba Discovery login page

To reset your password, click the Having trouble logging in? Link on the Login page.

Nothing happens when I click Forgot Username and enter my email address

Issue: - Nothing happens when I click the Forgot Username link and enter my email address. Cause: - After you submit your request to retrieve your username, the Ariba Network sends an email notification with usernames that match the email address you submitted. Some possible reasons why you may not receive this username retrieval email notification:

The email address on your account does not match the email address you entered when submitting the request.

Your buyer-specific account was deactivated before you could move it to the Ariba Commerce Cloud. Generally, that means you probably have not participated in an event with that buyer for a while.

Solution: - To ensure you receive this email notification: Make sure you type the email address configured within your account.

If your buyer-specific account has been deactivated, contact your buyer to determine how to proceed.

Where is my password reset email?

Answer: - After you submit your request for a password reset, Ariba sends instructions to the email address associated with your account. If you didn't receive a password reset email, check the following scenarios to troubleshoot.

The username you entered is in the wrong format, or it isn't associated with the email address you are checking.

Keep in mind, your username is in the format of a full email address, but it can be associated with any email address you entered previously.

Your username is also case-sensitive. To confirm that you are using the correct username and format, return to the Ariba login page,

and click the Having trouble logging in? link (Forgot Username if you're working in Ariba Discovery).

o Choose I forgot my username, and click Continue. o Enter the email address associated with your account, and click Submit.

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o You will receive an email that lists the exact format of the username associated with the email you entered.

You entered the correct username, but you still didn't receive the password reset email notification.

This can occur if the configured email address is different from the account you are checking. You might have multiple accounts for your company, so make sure you are attempting to

access the correct account.

Your email configuration or company's security settings might also prevent you from receiving the password reset email. To find out, check your junk mail folder or email filter settings to verify that automated emails from Ariba are not blocked from your email account.

Why do I get this message on the SAP Ariba Login page: "The username and password pair you entered was not found"?

Answer: - You entered an incorrect Username or Password. You might receive this message if you entered a previous Username or Password. Remember that your Username has the format of an email address, and both the Username and Password are case sensitive. Click the Having trouble logging in? Link on the Login page if you don't remember your log in information.

Date post:	13-Mar-2023
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